ENGG*2400 Engineering Systems AnalysisFall 2015

School of Engineering

(Revision 0.0: August 30, 2015)

1 INSTRUCTIONAL SUPPORT

1.1 Instructor

Instructor: Bob Dony, Ph.D., P.Eng.Office: Thorn 2341, ext. 53458Email: rdony@uoguelph.caOffice hours: Thurs 11:45-13:00 THORN 1425, or by appointment

1.2 Teaching Assistants

GTA Email Office HoursEllen Hachborn ehachbor@uoguelph.ca By AppointmentMohammad Hajiyan mhajiyan@uoguelph.ca By AppointmentMohamed Khalil khalil@uoguelph.ca By AppointmentMazin Matloob mmatloob@uoguelph.ca By AppointmentNikhil Sapru nsapru@uoguelph.ca By AppointmentUche Uduma uuduma@uoguelph.ca By AppointmentYuan Yuan yyuan03@uoguelph.ca By Appointment

2 LEARNING RESOURCES

2.1 Course Website

Course material, news, announcements, and grades will be regularly posted to the ENGG*2400 Courselinksite. You are responsible for checking the site regularly.

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2.2 Required Resources

1. Close, Frederick & Newell, Modeling and Analysis of Dynamic Systems, Third Edition, Wiley, 2002

2.3 Communication & Email Policy

Please use lectures and tutorials as your main opportunity to ask questions about the course. Major an-nouncements will be posted to the Courselink site. It is your responsibility to check the course websiteregularly. As per university regulations, all students are required to check their mail.uoguelph.ca e-mail account regularly: e-mail is the official route of communication between the University and its student.

Please abide by the following guidelines for all email correspondence:

• Include the course code “ENGG*2400” in the subject line of all emails.

• Use a professional tone and appropriate etiquette in all your correspondence.

• Do not ask questions that have already been answered in the course outline, on Courselink, or an-nounced in class.

Failure to follow these guidelines may result in your email being disregarded.

3 ASSESSMENT

3.1 Dates and Distribution

i>clicker Quizzes: 5% or 0%∗ (best 8 out of 11)Every Tuesday, in class (except Sept 15)

Tutorial Assignments: 5% or 0%∗ (best 8 out of 11)Every tutorial period

Midterm test 1: 20%Thurs Oct 8, 10:00-11:20 in class

Midterm test 2: 20%Thurs Nov 12, 10:00-11:20 in class

Final Exam: 50%, 55%, or 60%∗

Thurs Dec 17, 8:30-10:30∗The 5% weighting of the quiz grades and/or the 5% weighting of the tutorial assignments will be moved tothe final exam weighting if it is to the student’s favour.

3.2 Course Grading Policies

Missed Assessments: If you are unable to meet an in-course requirement due to medical, psychological,or compassionate reasons, please email the course instructor. See the undergraduate calendar for

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information on regulations and procedures for Academic Consideration:http://www.uoguelph.ca/registrar/calendars/undergraduate/current/c08/c08-ac.shtml

Because the quiz grade is calculated using the best 8 out of 11 quizzes, academic consideration willonly be considered if you have grounds for missing 4 or more quizzes. Similarly, academic consider-ation will only be considered if you have grounds for missing 4 or more tutorial assignments.

Accommodation of Religious Obligations: If you are unable to meet an in-course requirement due to re-ligious obligations, please email the course instructor within two weeks of the start of the semesterto make alternate arrangements. See the undergraduate calendar for information on regulations andprocedures for Academic Consideration of Religious Obligations:http://www.uoguelph.ca/registrar/calendars/undergraduate/current/c08/c08-accomrelig.shtml

Missed midterm tests: If you miss a test due to grounds for granting academic consideration or religiousaccommodation, the weight of any missed test will be added to the final exam weight. There will beno makeup midterm tests.

Quizzes: The quizzes will use i>clickers. You are responsible for purchasing and registering your owni>clicker. More information on i>clickers can be found at:http://www.uoguelph.ca/tss/ltci/clickers/index.cfmStudent i>clicker registration is through the University of Guelph Courselink site at:http://www.uoguelph.ca/courselink/widgets/clickers/index.cfm.Do not register your i>clicker through the i>clicker website!

Passing Grade: As per University policy, the minimum passing grade is 50%

4 AIMS, OBJECTIVES & GRADUATE ATTRIBUTES

4.1 Calendar Description (Current)

Analytical description and modeling of engineering systems such as mechanical, electrical, thermal, hy-draulic biological and environmental systems. Applications of multivariable calculus, linear algebra anddifferential equations to simulate and analyse such systems.Prerequisite(s): ENGG*1210, ENGG*1500, MATH*1200, MATH*1210, PHYS*1130Corequisite(s): MATH*2270

4.2 Calendar Description (Revised)

This course aims to provide the student with the foundational analytical skills required to model and analyzeelementary dynamic engineering systems. The course will focus on basic mechanical, electrical, thermaland hydraulic systems under the assumptions of linearity and time invariance, as these systems form thebuilding-blocks for a range of engineering disciplines. Students will learn to identify relevant elements thatcomprise a system, apply element laws relating through and across variables, and, using applicable conserva-tion laws, generate system models. Such models will include graphical representations such as flow graphs,block diagrams and free body diagrams, as well as mathematical representations such as input-output differ-ential equations and state variable equations. Students will analyze system behaviours by solving for such

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responses as the impulse response, step response, and sinusoidal steady-state response using solution meth-ods of differential equations, Laplace transform methods, and computer-based methods. The relationship ofsuch system parameters as time constant, degree of damping and resonance frequencies with the transientand steady-state responses will be examined. The effect of the poles and zeros values of the system transferfunction on the system response, including stability analysis, will also be examined.Prerequisite(s): ENGG*1210, ENGG*1500, MATH*1200, MATH*1210, PHYS*1130Corequisite(s): MATH*2270

4.3 Course Aims

This course aims to provide the student with the analytical skills required to model and analyze engineeringsystems across a range of disciplines. Students will learn to identify the relevant elements that comprisea system, apply elemental laws and general theorems to derive mathematical models, and then solve themathematical models using techniques taught in other courses as well as using computer software for systemsimulation. The modelling and solution techniques form the foundations of analysis techniques in later, morediscipline-specific advanced courses.

4.4 Learning Objectives

At the successful completion of this course, the student will have demonstrated the ability to:

1. Identify and defend assumptions and simplifications in constructing an engineering model

2. Identify suitable elements to represent physical devices

3. Identify appropriate through and across variables for a system model

4. Construct graphs or free body diagrams as graphical representations of a system model

5. Create a mathematical model through node or loop analysis

6. Formulate time domain, computer methods, and Laplace domain mathematical models of a system

7. Solve system responses for first order and second order models

8. Solve for step, impulse, and frequency response

9. Assess the entire solution in the context of the problem domain

4.5 Graduate Attributes

Successfully completing this course will contribute to the following CEAB Graduate Attributes:

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LearningGraduate Attribute Objectives Assessment1. Knowledge Base for Engineering 1, 2, 3 Exams2. Problem Analysis 1-9 Exams3. Investigation - -4. Design - -5. Use of Engineering Tools 6, 7 Exams6. Communication - -7. Individual and Teamwork - -8. Professionalism - -9. Impact of Engineering on Society and

the Environment- -

10. Ethics and Equity - -11. Environment, Society, Business, &

Project Management- -

12. Life-Long Learning - -

4.6 Instructor’s Role and Responsibility to Students

The instructor’s role is to develop and deliver course material in ways that facilitate learning for a variety ofstudents. Selected lecture notes will be made available to students on Courselink but these are not intendedto be stand-alone course notes. During lectures, the instructor will expand and explain the content of notesand provide example problems that supplement posted notes. Scheduled classes will be the principal venueto provide information and feedback for tests and other assessments.

4.7 Students’ Learning Responsibilities

Students are expected to take advantage of the learning opportunities provided during lectures and tutorials.Students, especially those having difficulty with the course content, should also make use of other resourcesrecommended by the instructor. Students who do (or may) fall behind due to illness, work, or extra-curricularactivities are advised to keep the instructor informed. This will allow the instructor to recommend extraresources in a timely manner and/or provide consideration if appropriate.

4.8 Relationships with other Courses & Labs

Previous Courses:ENGG*1210: Mechanical system fundamentals such as force, torques, friction, moments, free body

diagrams

ENGG*1500: Solving systems of linear equations, matrix algebra, complex numbers

MATH*1200 & MATH*1210: Limits, differentiation, integration, series expansion

PHYS*1130: Harmonic motion, electric potential, DC circuits

Concurrent Courses:MATH*2270: Differential equations, solving linear ODEs, Laplace transform

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Follow-on Courses:ENGG*2450: Foundations of RLC circuit analysis, ideal operational amplifiers

ENGG*2660: Foundations of heat and mass balance, energy flows

ENGG*3260: Foundations of energy balances, thermal flow, thermal properties

ENGG*3280: Foundations of dynamical mechanical systems

ENGG*3390: Foundations of systems analysis, frequency response

ENGG*3410: Foundations of systems analysis, frequency response

5 TEACHING AND LEARNING ACTIVITIES

5.1 Timetable

Lectures:Tues All 10:00-11:20 WMEM 103Thur All 10:00-11:20 WMEM 103

Tutorials:Thur Sec 01 19:00 - 19:50 MCKN 238Fri Sec 02 09:30 - 10:20 MCKN 229Tues Sec 03 19:00 - 19:50 MCKN 238Mon Sec 04 20:00 - 20:50 MCKN 233Tues Sec 05 20:00 - 20:50 MCKN 238Wed Sec 06 19:30 - 20:20 MCKN 238Thur Sec 07 17:30 - 18:20 MCKN 233Thur Sec 08 20:00 - 20:50 MCKN 238Mon Sec 09 17:30 - 18:20 MCKN 233

GTA Office Hours:Mon All 13:30 - 15:20 THORN 1425Tues All 13:00 - 14:20 THORN 1425

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5.2 Lecture Schedule

LearningWeek Lecture Topics References Objectives

1 Mechanical Systems Chapter 2 1-42 System Representations Chapter 3 63 Rotational Mechanical Systems Chapter 5 1-44 Electrical Systems Chapter 6 1-45 Midterm 1

Thermal Systems Chapter 11 1-46 Fluid Systems Chapter 12 1-4

6-7 Graphical Representation Chapter 4 4,58-9 Solutions Chapter 7,

Appendix D, E6-9

9 Midterm 210 Transfer Function Chapter 8 6

11-12 Frequency Response Chapter 8.4,Appendix C

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5.3 Other Important Dates

Monday October 12: Thanksgiving Holiday

Tuesday October 13: Fall Study Break Day

Friday, November 6: Drop Date - 40th class

Thursday, December 3: Tuesday Schedule

Friday, December 4: Monday Schedule, and last day of classes

6 LAB SAFETY

N/A.

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7 ACADEMIC MISCONDUCT

The University of Guelph is committed to upholding the highest standards of academic integrity and it isthe responsibility of all members of the University community faculty, staff, and students to be aware ofwhat constitutes academic misconduct and to do as much as possible to prevent academic offences fromoccurring. University of Guelph students have the responsibility of abiding by the University’s policy onacademic misconduct regardless of their location of study; faculty, staff and students have the responsibilityof supporting an environment that discourages misconduct. Students need to remain aware that instructorshave access to and the right to use electronic and other means of detection.

Please note: Whether or not a student intended to commit academic misconduct is not relevant for a findingof guilt. Hurried or careless submission of assignments does not excuse students from responsibility forverifying the academic integrity of their work before submitting it. Students who are in any doubt as towhether an action on their part could be construed as an academic offence should consult with a facultymember.

7.1 Resources

The Academic Misconduct Policy is detailed in the Undergraduate Calendar:http://www.uoguelph.ca/registrar/calendars/undergraduate/current/c08/c08-amisconduct.shtml

A tutorial on Academic Misconduct produced by the Learning Commons can be found at:http://www.academicintegrity.uoguelph.ca/

Please also review the section on Academic Misconduct in your Engineering Program Guide.

The School of Engineering has adopted a Code of Ethics that can be found at:http://www.uoguelph.ca/engineering/undergrad-counselling-ethics

8 ACCESSIBILITY

The University of Guelph is committed to creating a barrier-free environment. Providing services for stu-dents is a shared responsibility among students, faculty and administrators. This relationship is based onrespect of individual rights, the dignity of the individual and the University community’s shared commitmentto an open and supportive learning environment. Students requiring service or accommodation, whether dueto an identified, ongoing disability for a short-term disability should contact the Student Accessibility Ser-vices (SAS) as soon as possible

For more information, contact SAS at 519-824-4120 ext. 56208, email csd@uoguelph.ca or through theirwebsite: http://www.uoguelph.ca/csd/

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9 RECORDING OF MATERIALS

Presentations which are made in relation to course work-including lectures-cannot be recorded or copiedwithout the permission of the presenter, whether the instructor, classmate or guest lecturer. Material recordedwith permission is restricted to use for that course unless further permission is granted.

10 RESOURCES

The Academic Calendars are the source of information about the University of Guelph’s procedures, policiesand regulations which apply to undergraduate, graduate and diploma programs:http://www.uoguelph.ca/registrar/calendars/index.cfm?index

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APPENDIX A: UNDERGRADUATE DEGREE REGULATIONS AND PRO-CEDURES

“Section VIII. Undergraduate Degree Regulations and Procedures” from the University of Guelph 2015-2016 Undergraduate Academic Calendar:

http://www.uoguelph.ca/registrar/calendars/undergraduate/current/c08/index.shtml

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VIII. Undergraduate Degree Regulations andProceduresGeneral Information

The academic regulations outlined in VIII--Undergraduate Degree Regulations andProcedures are the basic regulations for undergraduate degree programs of the Universityas approved by the Senate. Terminology used to describe academic regulations is definedin the Glossary. In these regulations where the consent of the dean is required, the term"dean" is interpreted to mean the person responsible for the academic program, for exampledean, associate dean, director, chair of program committee, or the program counsellor ina particular degree program.

Academic Consideration, Appeals and PetitionsProcess for Academic Consideration and AppealsThis chart outlines the categories for academic consideration, grounds, timelines andappeals. For detailed information on the policies and processes, see the following pages.Students are reminded to consult the program counsellor as soon as extenuatingcircumstances affect academic performance in order to initiate action and provide anyrequired documentation.Chart outlining the categories for academic consideration, grounds, timelines and appeals

Subsequent Appeal ToPeriod of ConsiderationConsideration GrantedBy

Grounds forConsideration

Category

Academic Review Sub-Committee Submitted as soon as possible, notlater than the end of the following semester

Same semesterInstructorMedical PsychologicalCompassionate

Incomplete Course Work(see below for deferredprivilege requests)

Petitions Committee 10 working days deadline for appeals of academicreview decisions

Documentation must besubmitted to programcounsellor within fiveworking days of themissedexamination/course workdeadline

Academic ReviewSub-Committee (consultwith program counsellor)

Medical PsychologicalCompassionate

Request for deferredPrivilege (Examinationor Condition)

Petitions Committee 10 working days deadline for appeals of academicreview decisions

Documentation must besubmitted within the firstfive class days of thesubsequent semester

Academic ReviewSub-Committee (consultwith program counsellor)

Medical PsychologicalCompassionate

Final Course Results

Petitions Committee 10 working days deadline for appeals of academicreview decisions

Should be submitted bythe first deadline of thenext semester

Academic ReviewSub-Committee (consultwith program counsellor)

Medical PsychologicalCompassionate

Request forProbationary Status

No appeal10 class days of thefollowing semester

InstructorCalculation Error oromission

Request for GradeReassessment

Petitions Committee10 working days after decision of chair10 class days of thefollowing semester

Department ChairMethods and CriteriaRequest for GradeReassessment

First Level: Department ChairSecond Level: College DeanThird Level: Provost

Should be initiated as soonas possible

InstructorMisapplication of anAcademic Regulation

Request for GradeReassessment

General Information for Academic Consideration and AppealsThe University of Guelph is committed to supporting students in their learning experiencesand responding to their individual needs. To this end a broad network of advising,counselling, and support services is provided to assist students in meeting their personaland academic goals. The University is aware that a variety of situations or events beyondthe student's control may affect academic performance. Support is provided toaccommodate academic needs in the face of personal difficulties or unforeseen events.Procedures for academic appeals are designed to ensure that every effort is made at thesetimes to provide appropriate accommodation and consideration, thus enabling studentsto complete course and program requirements as quickly as possible.

Knowledge of the procedures, early action on the student's part, timely consultation withthe instructor(s) and/or program counsellor, and immediate provision of any requireddocumentation will facilitate a prompt, co-ordinated institutional response.

Academic ConsiderationThe University will consider granting consideration for courses if there are sufficientextenuating medical, psychological or compassionate circumstances. AcademicConsideration may take the form of an extended deadline, a deferred privilege, a late dropof a course(s) with or without failure, withdrawal from a semester with or without academicfailure, or permission to continue on probationary status. A deferred privilege could takethe form of approval to write a missed final examination or the completion of a courserequirement after the end of the semester. Academic consideration is granted whenacceptable medical, psychological or compassionate circumstances affect any portion ofthe semester work. Generally, work commitments will not constitute grounds for academicconsideration. Depending upon the circumstances and whether the semester work iscomplete, consideration may be granted by the instructor, the program counsellor or theAcademic Review Sub-Committee of the program in which the student is registered.

Students will need to assess the extent of the difficulty they face and the possibleimplications on their course work. For instance, an illness which lasts one or two daysresulting in a missed deadline can usually be resolved between the faculty member andthe student, often without documentation. Circumstances which affect the student's abilityto attend classes, write term tests or meet assignment deadlines for an extended period oftime may require more formal documentation and consideration. Students are encouragedto seek documentation if the situation extends for a significant length of time. The programcounsellor, who is the dean's designate, should be contacted regarding appropriateprocedures and documentation.

The program counsellor is the student's advisor in all matters pertaining to academicconsideration and can assist in defining an appropriate course of action (counsellor namesand locations can be found in Section VII - Academic Advising). It is the student'sresponsibility to consult the program counsellor as soon as extenuating circumstancesaffect academic performance, in order to initiate action, and provide any requireddocumentation.All available evidence, including the student's performance during the semester, will begiven careful consideration when making a decision. Procedures to follow in each caseare outlined below. Questions about procedures and deadlines should be directed to theprogram counsellor.

Grounds for Academic ConsiderationWhere possible, requests for academic consideration are to be accompanied by supportingdocumentation. Students unsure of documentation requirements are encouraged to contacttheir program counsellor.

Last Revision: May 22, 2015 2015-2016 Undergraduate Calendar

VIII. Undergraduate Degree Regulations and Procedures 27

1. Medical GroundsFor academic consideration based on medical grounds a student may be asked to providedocumentation for the period of the illness. The necessity for documentation will dependin part upon the length of the illness and the amount of work missed during this time.Such documentation will always be required in the event of a request for considerationbeyond the grade submission deadline for the course and must be submitted to the programcounsellor within five working days of the missed examination/course work deadline. Ifthe medical situation results in missed semester work, the student should contact theinstructor, presenting medical documentation where warranted. If the absence due toillness is of a duration that will affect a number of courses or completion of the semester'swork, the student must contact the program counsellor for advice and consideration.

When the absence affects final examinations or final assignments the student should goto Student Health Services or a personal physician for documentation. The student mustsubmit their documentation to their program counsellor within five working days of themissed examination/course work deadline.

2. Psychological GroundsFor academic consideration based on psychological grounds the student may be asked toprovide documentation for the period affected. The necessity for documentation willdepend in part upon the length of the problem and the amount of work missed during thistime. Such documentation will always be required in the event of a request for considerationbeyond the grade submission deadline for the course and must be submitted to the programcounselor within five working days of the missed examination/course work deadline. Thestudent should submit this documentation to the program counsellor who will then advisethe instructor of the need for consideration. If the difficulty is of a duration that will affecta number of courses or completion of the semester's work, the student must contact theprogram counsellor for advice and consideration.

3. Compassionate GroundsUnforeseen circumstances beyond the student's control in either his/her personal or familylife may affect academic performance. The procedure to follow to request academicconsideration based on compassionate grounds depends upon the severity of thecircumstance and the amount of work missed. Students may wish to contact the instructorfor consideration for missed work resulting from a compassionate circumstance. If thecircumstance is more significant, or if the consideration sought will go beyond the gradesubmission deadline for the course, the student must consult with the program counsellorwithin five working days of the missed examination/course work deadline. Generally,work commitments will not constitute grounds for academic consideration.

Incomplete Course WorkInstructors are responsible for granting academic consideration, if applicable, for coursework up to the grade submission deadline for the course. Types of consideration that maybe granted by an instructor include the setting of a make-up test, re-weighting the valueof course assignments, extending a deadline or allowing the resubmission of an assignment(up to the grade submission deadline for the course). Students should consult with theirprogram counsellor for advice on an appropriate course of action if:

a. the student feels that appropriate consideration has not been granted by the instructor,or

b. if the medical, psychological or compassionate circumstance is such that it couldaffect overall semester performance or the ability to meet the course grade submissiondeadline.

Student's ResponsibilitiesIf due to medical, psychological or compassionate circumstances a student is unable tocomplete any portion of the course's work the student should:

1. Inform the instructor-in-charge of the course in writing.

2. If the instructor requests it, supply documentation. If documentation is unavailable,consult your program counsellor.

3. Complete and submit missed work by the new deadline established by the instructor.

4. Consult with the program counsellor if circumstances warrant (see a) and b) above).

If the medical, psychological or compassionate circumstance is such that it could affectoverall semester performance or the ability to meet the course grade submission deadline,the program counsellor should be consulted regarding an appropriate course of action.

Instructor's ResponsibilitiesFaculty members should exercise discretion when requiring documentation, particularlywhen the assessment in question constitutes a small proportion of the course grade, orwhen alternative means for carrying out the assessment are available.

The Board of Undergraduate Studies recommends that faculty make every effort toaccommodate students representing the University in extracurricular activities when thereis a conflict between those activities and the requirements of the course.

If the student does not submit all of the required work by the course grade submissiondeadline, the instructor shall refer the situation to the Academic Review Sub-Committee.The instructor cannot grant extensions beyond the final date for submission of gradesfor the course.

Program Counsellor's ResponsibilitiesIf the student and the instructor cannot arrive at a mutually agreeable accommodation tocomplete course requirements prior to the course grade submission deadline, the programcounsellor may act as a mediator. The program counsellor may discuss the issue with thedepartment chair if appropriate.

In the event that medical, psychological or compassionate circumstances are affecting thestudent's overall performance, the program counsellor will ensure that the student'sinstructors are advised that academic consideration based on medical or compassionategrounds is warranted. In such cases the program counsellor may be of assistance inco-ordinating instructors' responses to the request for consideration.

Academic ReviewIf final examinations, term assignments, projects, work term reports or other courserequirements are not completed by the course grade submission deadline, academicconsideration is not the responsibility of the faculty member but rather, the responsibilityof the Academic Review Sub-Committee of the program in which the student is registered.

A request for academic consideration should be made to the Academic ReviewSub-Committee during, or immediately after, the semester to which it refers. A requestfor a deferred privilege for a missed final examination or other course requirements notcompleted must be submitted, along with supporting documentation, to the programcounsellor within five working days of the missed examination/course work deadline.

A request to change an earlier decision of the Academic Review Sub-Committee may bemade only on the basis of relevant information not previously submitted. Students wishingto resubmit a "Request for Academic Consideration" form with additional supportingdocumentation should consult their program counsellor. Students who believe that thedecision of the Academic Review Sub-Committee is inappropriate may appeal the decisionto the Senate Committee on Student Petitions within 10 working days of the academicreview decision (see Petitions). The Senate Committee will not normally consider anyappeals submitted past this deadline.

Student's ResponsibilitiesIf due to medical, psychological or compassionate circumstances the student is unable tocomplete a final requirement of the course by the course grade submission deadline andwishes academic consideration, the student should:

1. Consult with the program counsellor for advice on the appropriate consideration thatshould be requested.

2. Submit a request for consideration on the "Request for Academic Consideration"form available from Enrolment Services, Office of Registrarial Services, athttp://www.uoguelph.ca/registrar/index.cfm?downloads or from their programcounsellor. Deadlines for Academic Review Sub-Committee meetings can be foundin Section III--Schedule of Dates. A request for a deferred privilege for a missed finalexamination or other course requirements not completed must be submitted, alongwith supporting documentation, to the program counsellor within five working daysof the missed examination/course work deadline.

Instructor's ResponsibilitiesIn a case where a student has not completed course requirements by the course gradesubmission deadline, the instructor shall complete the "Incomplete Coursework Form".

If the medical evidence or compassionate reasons have been verified and accepted theAcademic Review Sub-Committees use this form to determine whether a student is eligibleto be considered for a deferred privilege for a missed final exam, final assignment or finalpiece of the graded components of the course. The instructor should include with theIncomplete Coursework Form any documentation provided to the instructor by the studentin support of the academic consideration request.

A student who receives credit standing will receive credit in the course without a numericalgrade. This course will not be included in the student's overall average or specializationaverage.

A deferred privilege could be approval to write an examination and/or to submit anassignment(s). Deferred privileges must be completed within the semester immediatelyfollowing the semester in which the exam/course work was originally missed, refer toSection III--Schedule of Dates.. The Schedules Section, Office of Registrarial Services,will inform the student of the deadline for the deferred privilege (see Deferred Privilege).

If on the basis of acceptable medical, psychological or compassionate documentation anumerical passing grade or credit standing is granted rather than a deferred privilege, thestudent may request the deferred privilege. The request must be submitted in writing toEnrolment Services, Office of Registrarial Services, by the end of the add period for thefollowing semester.

Co-operative Education Program - Appeal ProcessStudents may be required to withdraw from the Co-op Education program for any of thefollowing reasons:

1. Work Term and Work Preparation Related Issuesa. The student leaves the employer without approval during the work term.

b. The student is dismissed with just cause from a work term.

c. The student receives an “Unacceptable” Co-op Work Performance Evaluationby the employer

2015-2016 Undergraduate Calendar Last Revision: May 22, 2015

28 VIII. Undergraduate Degree Regulations and Procedures, Academic Consideration, Appeals and Petitions

d. The student did not complete COOP *1100 or did not receive a passing grade.

2. Academic and Work Term Schedule of Studies Related IssuesThe student does not follow the approved academic and work schedule including:

a. Maintaining full-time academic status during academic semesters (minimum 2.0credits per semester).

b. Successfully completing the requirements for each of the approved scheduledacademic semesters.

c. Completing no more than five full-time academic semesters in their co-op programbefore beginning the first work term.

d. Completing COOP *1100 in the semester scheduled.

e. Completing a Fall, Winter and Summer work term, unless otherwise agreed to.

3. . Academic Related Issuesa. The student does not have the required minimum 70% cumulative average after

full-time studies in first year, based on a minimum of 2.0 credits in each of theFall and Winter semesters.

b. The student receives an “Unsatisfactory” Co-op Work Report Evaluation.

Appeal ProcessA student who is required to withdraw from the Co-op Education program has the optionto appeal. In the case where a student wishes to apply for re-admission to the program,the student must appeal the “Required to Withdraw from Co-op” decision no later thanthe 15th class day after notification. Students cannot re-apply for admission to the Co-opEducation program in subsequent terms.

1. Work Term and Work Preparation Related AppealsIf the student is required to withdraw from the Co-op Education program on the basisof Work Term or Work Preparation related reasons and wishes to appeal this decision,the appeal must be submitted to the Co-op Appeal Committee using the Co-op AppealsForm. The form can be obtained from the Co-operative Education & Career ServicesOffice. The decision of the Co-op Appeal Committee is final.

2. Academic and Work Term Schedule of Studies Related AppealsIf the student is required to withdraw from the Co-op Education program becausehe/she has not followed the Academic and Work Term Schedule of Studies and wishesto appeal this decision, the appeal must be submitted to the Academic ReviewSub-committee, according to the procedures outlined in Section VIII of theUndergraduate Calendar under “Academic Consideration, Appeals and Petitions”.

3. Academic Related Appealsa. If the student is required to withdraw from the Co-op Education program because

he/she does not attain the 70% cumulative average required and wishes to appealthis decision, the appeal must be submitted to the Academic ReviewSub-committee, according to the procedures outlined in Section VIII of theUndergraduate Calendar under Academic Consideration, Appeals and Petitions.

b. If the student wishes to appeal an “Unsatisfactory” Work Report Evaluation, theappeal must be submitted according to the regulations outlined in Section VIIIof the Undergraduate Calendar under Grade Reassessment.

Student PetitionsThe Senate Standing Committee on Student Petitions is comprised of students and facultymembers and is supported by a representative from the Office of Registrarial Servicesand the Governance & Judicial Officer.

The Committee has the jurisdiction to:Act as an appeal body for the following decisions:

i. a decision of an Academic Review Sub-committee (undergraduate students)denying a request for academic consideration;

ii. a decision of the Admissions & Progress Sub-committee (graduate students)denying a request for academic consideration;

iii. a decision denying a specific request for academic accommodation pursuant tothe Senate policy on “Academic Accommodation for Students with Disabilities”;

iv. a decision of academic misconduct, made by the appropriate dean(s)/designate(s); either the finding of academic misconduct or the penalty may beappealed;

v. a final grade on a course based on the methods and criteria used by the instructor;

vi. review and make decisions regarding a student request to expunge a record ofacademic misconduct no sooner than five years after the date of last registration;

vii. review and make recommendations to the President in regard to a student requestto expunge a record of expulsion.

viii. review a decision of an Admissions Sub-committee, or the Admissions &Progress Sub-committee on readmission to a program, only if the basis of theappeal is procedural unfairness or bias on the part of the AdmissionsSub-committee or Admissions & Progress Sub-committee.

Students must file a petition/ appeal within 10 working days of the receipt of theoriginal decision.

For more information on the student petitions/ appeal process, students may contactstudent judicial services at the University Secretariat judicial@uoguelph.ca .

Academic Accommodation of Religious ObligationsThe University acknowledges the pluralistic nature of the graduate and undergraduatecommunities. Accommodation will be made to students who experience a conflict betweena religious obligation and scheduled tests, mid-term examinations, final examinations, orrequirements to attend classes and participate in laboratories. The type of accommodationgranted will vary depending on the nature, weight and timing of the work for whichaccommodation is sought. Accordingly, the request for alternative arrangements normallymust be submitted to the instructor in charge of the course within two weeks of thedistribution of the course outline. A student requiring accommodation may submit therequest to the instructor directly or through his/her program counsellor. The instructorhas a responsibility to provide reasonable alternative arrangements that do not put thestudent at an academic disadvantage. In the case of a conflict with a final examination,the instructor should reschedule the examination to another time during the examinationperiod taking care that the new date and time does not put the student at an academicdisadvantage.

In the event that a student is not satisfied with the accommodation offered by the instructor,he/she may appeal to the Department Chair, or Director of the School, who may grantalternative accommodation. A student who remains dissatisfied with the outcome of his/herrequest may seek the assistance of the Human Rights and Equity Office to facilitate aresolution.

For a current list of major holy days, please check the following website http://www.uoguelph.ca/hre/hr/hrholydays.shtml or contact the Human Rights and Equity Office.

Academic Accommodation for Students with Disabilities,Guidelines and ProceduresThe purpose of these guidelines and procedures (“Guidelines”) is to support theimplementation of the Policy on Academic Accommodation for Students with Disabilities(“Policy”), as approved by Senate. In the event of a discrepancy between the Policy andthese Guidelines, the Policy will apply.

The provision of academic accommodation is a shared responsibility between theUniversity and the student requesting accommodation. It is recognized that academicaccommodations are intended to “level the playing field” for students with disabilitiesbut are not intended to give students an advantage.

The following definitions shall apply in these guidelines and procedures:

“Academic Integrity” is defined as the essential academic requirements of a courseof program which includes but is not limited to the knowledge and skills which arenecessary to meet the learning objectives.

“Chair” means head of an academic unit and includes a Department Chair or SchoolDirector.

“CSD” means the Centre for Students with Disabilities at the University. CSD is theunit designated to assist the University community in integrating students withdisabilities into all aspects of the University’s academic life.

“Course Instructor(s)” is defined as the individual(s) teaching the course, or in thecase of graduate students, can include a faculty advisor or advisory committee.

“Dean” means the dean of the college who has responsibility for the course or program.

“Disabilities” shall have the same meaning as under the Ontario Human Rights Codein force and as amended from time to time, and may include but is not limited to:

• learning disabilities

• attention deficit-hyperactivity disorder

• hearing and/or vision disabilities

• medical disabilities

• physical disabilities

• acquired brain injuries

• psychological/emotional disabilities

“Examinations” include but are not limited to midterms, tests, quizzes, labexaminations or final examinations, competency examinations and defences.

1. Admissionsa. In its admission and liaison activities, the University actively encourages

applications from individuals with disabilities. After receiving their application,the University will provide upon request, admissions information in alternateforms (Braille, electronic, etc.) as required. Applicants who requireaccommodation during the admission process are strongly encouraged to identitytheir disability related needs directly to the Centre for Students with Disabilities(CSD).

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VIII. Undergraduate Degree Regulations and Procedures, Academic Accommodation of Religious Obligations 29

b. Applicants who believe that as a result of their disability their admission averagedoes not reflect their academic ability are encouraged to identify their disabilityby completing the appropriate form available from the CSD. Applications foradmission are considered in light of the information and documentation providedwith respect to the applicant's disability and the impact on his/ her academicrecord.

c. Applicants are advised that decisions concerning specific forms of academicaccommodation are made with consideration of the learning objectives of aspecific course or program. Acceptance to the University does not guarantee thegranting of any specific form of academic accommodation. If an applicant believesthat his or her choices concerning a specific course or program may be affectedby the specific forms of academic accommodation granted by the University, theapplicant should contact the CSD as early in the application to a program orcourse selection process as possible.

2. Registration with the CSDStudents with disabilities who have been admitted to the University and who requireacademic accommodation either in-course or during Examinations must normallyregister with the CSD no later than the 40th class day.

3. Documentation RequirementsStudents requesting academic accommodation must provide appropriate documentationsatisfactory to the University. The assessment must be comprehensive and reflect thestudent’s learning needs in a university setting and support the requestedaccommodation. Specific documentation requirements are as follows:

a. Documentation for students with learning disabilities must include a current1

psycho-educational assessment report that contains a diagnosis of a learningdisability. It must be completed and signed by a registered psychologist or aregistered psychological associate to support these requests.

b. Documentation to support medical or psychological disabilities must be from aqualified professional(s) and include: a statement of the diagnosis and nature ofthe disability; information on the severity, duration and intensity of the disability;and, whether the disability is permanent or temporary.

Documentation will need to be renewed as appropriate to reflect the student’s on-goingneed for academic accommodation.1 “Current” is generally defined as occurring within the last three years, or havinga diagnosis at 18 years of age or older. Documentation that is more than three yearsold will be evaluated on a case-by-case basis.

4. Academic AccommodationExamples of academic accommodations available may include, but are not limitedto:

• Advanced provision of reading lists and other course materials to allow foralternate format transcription;

• Alternate scheduling for the completion of course, project, thesis work, orExaminations, including competency examinations;

• Extensions to program completion time limits;

• Use of assistive technology in the classroom/ laboratory/ field (e.g. FM systemsworn by Course Instructors);

• Use of oral and visual language interpreters and/ or note takers in the classroom;

• Use of audio and or visual recording of lectures;

• Use of adaptive technology;

• Support for Examinations including extra time, a private room, use of a computer,adaptive software or word processor, or access to a reader or scribe as needed;

• Special seating; wheelchair accessible tables;

• Adjustments to lighting or ventilation.

5. Provision of Academic Accommodation - Generala. A number of factors can affect the timeliness of decisions regarding

accommodations including but not limited to the adequacy of documentation, thenature of the accommodation requested and the timing of the request. Studentsare strongly encouraged to engage in the process of requesting accommodationearly. Timelines for submission of certain kinds of requests are identified inSections 5, 6 and 7.

b. The CSD has authority to make decisions for academic accommodation inaccordance with Section 6. Other forms of academic accommodation are decidedin accordance with Section 7. CSD advisors can help to identify appropriateacademic accommodations, provide supportive information required in order toaccess resources, and assist in the arrangements for appropriate academicaccommodations.

c. Students registered with the CSD who need to have textbooks produced in alternateformat (e.g., DAISY, Braille, large print, or e-text) must make the request directlyto the Library Accessibility Services at least two months prior to the start ofclasses. Students with disabilities should consult the course outline prior to thecommencement of the class to determine the required readings.

6. Provision of Academic Accommodation - CSD

a. Requests for certain forms of academic consideration can be approved directlyby the CSD. These include requests for:

• note taking;

• arrangements for appropriate seating in a classroom;

• the writing of Examinations in the CSD Exam Centre to facilitate the use ofextra time, a private room, use of a computer, adaptive software or wordprocessor, or access to a reader or scribe, as needed.

b. Students who have been approved to write mid-term Examinations in the CSDExam Centre must normally schedule their examination times with CSD at least7 days prior to the scheduled examination date.

c. Students who have been approved to write final Examinations in the CSD ExamCentre must normally schedule their examination times with the CSD no laterthan the 40th class day of the semester.

d. Where Examinations are written in the CSD Exam Centre, the CSD is responsiblefor informing the department/ school of the names of those students who will bewriting in the CSD at least three working days prior to the scheduled date of theExamination. The CSD will return the Examination to the department/ schoolthe first working day following the Examination. Unless there is agreementotherwise with the Course Instructor, all Examinations written in the CSD ExamCentre shall be administered at the same time as the scheduled course Examination.

7. Provision of Academic Accommodation - Undergraduate Studentsa. Requests for academic accommodation not included in Section 6 (e.g., alternate

formats for Examinations, or alternate dates for Examinations) must be reachedon a case by case basis. For these types of requests, the CSD will provide theCourse Instructor with formal written notification of the need for the academicaccommodation as supported by the student’s documented assessment(“Notification”). Course Instructors are encouraged to contact the CSD to discussthe request if the accommodation requested by the student is not consistent withthe Notification, or if there are questions related to the impact of theaccommodation on the Academic Integrity of the course.

b. Students requesting accommodations for in-course academic deadlines (ie.extension of an assignment) must submit those requests to the Course Instructorat least 7 days prior to the in-course academic deadline.

c. If consensus on academic accommodation cannot be reached between the studentand the Course Instructor, the CSD should be consulted for advice. If consensusstill cannot be reached with the assistance of the CSD, the Course Instructor shallconsult the Chair or designate.

d. If, after consultation with the Chair, consensus still cannot be reached on thetype(s) of academic accommodation to be provided, the Chair shall provide within5 working days a report to the Dean (or designate). The Chair’s report will includethe Notification from the CSD, information on the Academic Integrity of thecourse or program, if applicable and the type(s) of academic accommodationproposed. Within 5 working days of the receipt of this report, the Dean (ordesignate) shall make the decision on the type(s) of academic accommodation tobe provided and advise the parties.

8. Appeal ProcessDecisions made under Sections 6 or 7 may be appealed by the student to the SenateCommittee on Student Petitions (“Petitions”) in accordance with Petitions’ Bylawsand Regulations.

Academic LoadFull-timeCourses taken via Letter of Permission are not used by the University to calculate academicload.

The normal full-time semester load for academic programs is 2.50 credits except whereotherwise prescribed by the schedule of studies.

Under the credit system, credit weight reflects student workload rather than contact hours.Students should note that 10 to 12 hours of academic time and effort per week (includingclasses) are expected for a 0.50 credit course. Exceeding the normal credit load for theprogram can place the student at academic risk and should be carefully considered inconsultation with the Program Counsellor.

Part-timeCourses taken via Letter of Permission are not used by the University to calculate academicload.

A student who is registered in fewer than 2.00 credits in a semester is considered to bepart-time.

Academic MisconductAcademic misconduct is behaviour that erodes the basis of mutual trust on which scholarlyexchanges commonly rest, undermines the University's exercise of its responsibility toevaluate students' academic achievements, or restricts the University's ability to accomplishits learning objectives.

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30 VIII. Undergraduate Degree Regulations and Procedures, Academic Load

The University takes a serious view of academic misconduct and will severely penalizestudents, faculty and staff who are found guilty of offences associated withmisappropriation of others' work, misrepresentation of personal performance and fraud,improper access to scholarly resources, and obstructing others in pursuit of their academicendeavours. In addition to this policy, the University has adopted a number of policiesthat govern such offences, including the Responsible Conduct of Research https://uoguelph.civicweb.net/Documents/DocumentList.aspx?ID=101475 and the Policy onNon-academic Misconduct https://www.uoguelph.ca/secretariat/o f fi c e - s e r v i c e s - s t u d e n t - j u d i c i a l - s e r v i c e s - n o n - a c a d e m i c - a p p e a l s /policy-non-academic-misconduct. These policies will be strictly enforced. See Chapter IStatement of Students’ Academic Responsibilities for additional information.

It is the responsibility of the University, its faculty, students and staff to be aware of whatconstitutes academic misconduct and to do as much as possible through establishmentand use of policies and preventive procedures to limit the likelihood of offences occurring.Furthermore, individual members of the University community have the specificresponsibility of initiating appropriate action in all instances where academic misconductis believed to have taken place. This responsibility includes reporting such offences whenthey occur and making one's disapproval of such behaviour obvious.

University of Guelph students have the responsibility of abiding by the University's policyon academic misconduct regardless of their location of study; faculty, staff and studentshave the responsibility of supporting an environment that discourages misconduct. Studentsshould also be aware that if they find their academic performance affected by medical,psychological or compassionate circumstances, they should inform the appropriateindividuals (instructors, program counsellors, graduate advisors) and follow the availableprocedures for academic consideration outlined in the University's calendars.

Education and RemediationEducation and remediation are key to promoting an environment in which academicintegrity will flourish. It should not be possible for a student to claim that he/she was notwarned about the University's academic misconduct regulations, what constitutes academicmisconduct and the potential consequences of transgressing. The need to educate studentsabout academic integrity places a particular responsibility on faculty, especially withrespect to discipline-specific issues.

The University's Strategic Directions place high value on collaboration and co-operationin the learning process, across disciplines and between institutions. Further, the strategicplan recognizes the importance of students learning to work with others in group projectsand situations as key to developing skills as self-reliant learners. This is reflected in thelarge number of courses at this University which involve group work and encourageco-operation in completing assignments. However, there may be need to limit the amountof collaboration or co-operation. Students need to be aware of, and instructors need to beclear about assignments for which discussing or completing the work with others is notappropriate and where the expectation is that students will work separately. Instructorsshould be very explicit about expectations with respect to academic integrity, andinformation with respect to academic misconduct should be presented to students as partof the course outline, academic program orientation materials and other materials postedand distributed to students. Students need to remain aware that instructors have access toand the right to use electronic and other means of detection.

In addition, in the case of examinations, students should be sure that they read andunderstand the regulations with respect to conduct in examinations printed on the coverof each examination booklet, and should pay particular attention to any additionalinstructions from the examination invigilators.

In support of remediation, students convicted of an academic offence may be required tosuccessfully complete an academic integrity remediation process.

Note: In this policy, the word "dean" means "dean or designated associate dean." Theword "chair" means "chair of a department or director of a school." The word"department" means "department or school."

OffencesAcademic misconduct is broadly understood to mean offences against the academicintegrity of the learning environment.

Below are descriptions of academic offences. It is important to note that, while theUniversity has attempted to present as comprehensive a list as possible, this list of potentialacademic offences should not be considered exhaustive. Students are responsible forknowing what constitutes an academic offence and faculty members have a responsibilityto provide students, early in their course or program, with information about academicintegrity that might be particular to their discipline. An offence may be deemed to havebeen committed whether the student knew a particular action was an offence or oughtreasonably to have known. Whether or not a student intended to commit academicmisconduct is not relevant for a finding of guilt. Hurried or careless submission ofassignments does not excuse students from responsibility for verifying the academicintegrity of their work before submitting it. Students who are in any doubt as to whetheran action on their part could be construed as an academic offence should consult with afaculty member or faculty advisor.

It is the responsibility of students working in a group to take all reasonable steps to ensurethat work submitted to the group by individual members has not been completed in a waythat violates this policy.

Further, as some academic offences may also be viewed as violations of policies onMisconduct in Research and Scholarship, the Student Rights and Responsibilitiesregulations, the criminal code and/or civil statutes, students may also be subject toprocedures and penalties outlined in those policies at the University’s discretion, and tocriminal prosecution or civil action.

A graduate of the University may be charged with an academic offence committed whilehe/she was a registered student when, in the opinion of the dean, the offense, if detected,would have resulted in a sanction sufficiently severe that the degree would not have beengranted at the time that it was.

1. Misappropriation of Other's Work1. Plagiarism

Plagiarism is misrepresenting the ideas, expression of ideas or work of others as one'sown. It includes reproducing or paraphrasing portions of someone else's publishedor unpublished material, regardless of the source, and representing these as one's ownthinking by not acknowledging the appropriate source or by the failure to useappropriate quotation marks. In addition to books, articles, papers and other writtenworks, material may include (but is not limited to): literary compositions and phrases,performance compositions, chemical compounds, art works, laboratory reports,research results, calculations and the results of calculations, diagrams, constructions,computer reports, computer code/software, and material on the internet. Someexamples of plagiarism include:

• submission of a take-home examination, essay, laboratory report or otherassignment written, in whole or in part, by someone else;

• using direct, verbatim quotations, paraphrased material, algorithms, formulae,scientific or mathematical concepts, or ideas without appropriate acknowledgmentin any academic assignment;

• using another’s data or research findings;

• buying or selling term papers or assignments;

• submitting a computer program developed in whole or in part by someone else,with or without modifications, as one’s own;

Students have the responsibility to learn and use the conventions of documentationsuitable to the discipline, and are encouraged to consult with the instructor of thecourse, the academic supervisor, or the department chair for clarification if needed.Instructors should include in the materials they provide to students about academicintegrity, information about any unique, discipline-specific understandings withrespect to what must be acknowledged or cited1.

2. CopyingCopying is similar to plagiarism in that it involves the appropriation of others' workas one's own. It includes copying in whole or in part another's test or examinationanswer(s), laboratory report, essay, or other assignment.

Copying also includes submitting the same work, research or assignment for crediton more than one occasion in two or more courses, or in the same course, without theprior written permission of the instructor(s) in all courses involved (including coursestaken at other post-secondary institutions).

3. Unauthorized Co-operation or CollaborationIt is an offence to co-operate or collaborate in the completion of an academicassignment, in whole or in part, when the instructor has indicated that the assignmentis to be completed on an individual basis.

1 In addition to being concerned about appropriate citation, students who wish to use thework of others, from any source, should be aware of copyright laws and other conventionsgoverning intellectual property. See the Office of Research website, http://www.uoguelph.ca/research/l, for links to the University’s intellectual property policies.

2. Misrepresentation and FraudThis category of offences covers a range of unacceptable activities, including the following:

1. ImpersonationImpersonation involves having someone impersonate oneself, either in person orelectronically, in class, in an examination or in connection with any type of academicrequirement, course assignment or material, or of availing oneself of the results ofsuch impersonation. Both the impersonator and the individual impersonated (if awareof the impersonation) are subject to disciplinary proceedings under this policy.

2. FalsificationIt is an offence to submit or present false or fraudulent assignments, research,credentials, or other documents for any academic purpose. This includes, but is notlimited to:

• falsified research or lab results and data;

• concocting facts or reference;

• false medical or compassionate certificates;

• false letters of support or other letters of reference;

• falsified academic records, transcripts or other registrarial records;

• fraudulent submission practices (e.g., altering date stamps);

• altering graded work for re-submission.

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VIII. Undergraduate Degree Regulations and Procedures, Academic Misconduct 31

It is also falsification to misrepresent the amount of work an individual has contributedto a group assignment or activity. Both the individual to whom work is falselyattributed and those who acquiesce in its attribution commit an academic offence.

3. WithholdingIt is an offence to withhold records, transcripts or other academic documents with theintent to mislead or gain unfair academic advantage.

4. Unauthorized Aids and AssistanceIt is an offence to use or possess an unauthorized aid, to use or obtain unauthorizedassistance, or to use or obtain prohibited material in any academic examination orterm test or in connection with any other form of academic work. Such aids or materialmay include, but are not limited to, specific documents, electronic equipment ordevices, and commercial services (such as writing, editorial, software, or researchsurvey services). Students should assume that any such aid is prohibited unless theyare specifically advised otherwise by the instructor or invigilator. Note thatunauthorized assistance does not include student support services offered by theUniversity, such as the Learning Commons.

3. Improper Access and Obstruction1. Preventing Access to Materials

It is an offence to alter, destroy, hide, remove without authorization, or in any otherway improperly restrict access to library, electronic or other materials intended forgeneral academic use.

2. Obstruction and InterferenceIt is an offence to obstruct or otherwise interfere with the scholarly activities ofanother, or to alter or falsify the work of others, in order to gain unfair academicadvantage. This includes, but is not limited to, deleting data or files, interfering ortampering with experimental data, with a human or animal subject, with a written orother creation (for example, a painting, a sculpture, a film), with a chemical used forresearch, or with any other object of study or research device.

3. Improper AccessIt is an offence to improperly obtain through theft, bribery, collusion, or otherwiseaccess to confidential information, examinations or test questions or to gain undueacademic advantage as a result of such behaviour.

4. Improper DisseminationIt is an offence to publish, disseminate or otherwise make public to a third partywithout prior written consent, confidential information. Confidential informationincludes but is not limited to academic information, data or documents which are nototherwise publicly available and which have been gathered or held with a reasonableexpectation of confidentiality.

4. Aiding and AbettingKnowingly aiding or abetting anyone in committing any form of academic misconductis itself academic misconduct and subject to this policy.

Penalties

A. Range of Penalties That May be AssessedIf a student is found guilty of academic misconduct, an Official Warning will be giventhat an offence is now noted in the student’s record and that a subsequent offence willattract a more severe penalty. In addition, one or more of the following penalties may beassessed:

1. A requirement for submission of a new or alternative piece of work.

2. The rescinding of University-funded scholarships or bursaries.

3. Partial or total loss of marks on the examination or assignment in which the offenceoccurred.

4. Partial or total loss of marks for the course in which the offence occurred.

5. Suspension from the University for a period of between one and six consecutivesemesters. For the period of suspension, a student will not be permitted to registerand will retain none of the privileges accorded to students with respect to right ofaccess to University faculty, staff, facilities or services.

6. A recommendation for expulsion from the University.

7. A recommendation for revocation/rescinding of a degree. A person who is foundguilty of academic misconduct after having been approved for graduation, or afterhaving a degree conferred, may have the degree rescinded or revoked when, in theopinion of the dean, the offence, if detected, would have resulted in a sanctionsufficiently severe that the degree would not have been granted at the time that it was.

B. Notes with Respect to PenaltiesThe following should be noted with respect to penalties:

1. Senate has approved a set of Guidelines for the Assessment of Penalties for AcademicMisconduct. These guidelines are used by chairs/directors and deans to assist themin determining appropriate penalties for individual cases. A copy of the guidelinescan be found at http://www.uoguelph.ca/undergrad_calendar/c08/c08-amisconduct.shtml, or may be obtained from the Senate Office or the office ofany chair or dean.

2. Students who have been found guilty of a course-based offence and who have beenassessed a penalty in addition to an Official Warning will not be permitted to dropthe course or to withdraw with failure. A student who has dropped the course priorto the offence(s) being detected will have his/her enrolment in the course reinstatedif found guilty and if the penalty assessed is other than an Official Warning.

3. Students who have been suspended for academic misconduct will not receive creditfor any courses taken while under suspension. This policy applies to any credit coursetaken during the suspension period, be it distance, or non-campus, taken in openlearning programs at the University of Guelph or at another post-secondary institution.In addition, in the case of graduate students, any research or writing completed duringthe suspension period may not be submitted in fulfillment of program requirementsonce the period of suspension is concluded.

4. A student who wishes to be considered for readmission after a suspension must makean application that will be judged on the basis of eligibility to continue. A studentwho is suspended for academic misconduct and also fails to meet the continuation ofstudy requirement will normally be required to serve the associated penaltiesconsecutively.

5. A student who has been expelled from the University of Guelph is not eligible forreadmission to the University for at least five years. A student who wishes to beconsidered for readmission must petition the President to have the expulsion statusremoved. The President will form a hearing committee to review the case for liftingthe admission restriction. If the committee decides to remove the expulsion status,the student who wishes to be considered for readmission must then make an applicationthat will be judged on the basis of eligibility to continue. If the committee decides toleave the expulsion status in place, the student must wait at least another two yearsbefore submitting a new petition.

6. Penalties may be applied retroactively if an offence is discovered subsequent tocompletion of a course or after graduation.

Procedures

A. Notes Re: Procedures and Authority to Act1. Deans may delegate their authority under this policy to an appropriate designate(s).

Such delegation may be full (for example, all cases are delegated to an AssociateDean), or partial (for example, authority with respect to offences related to coursework may be delegated to departmental chairs). Deans must provide the University’sJudicial Officer with the name(s) of individual(s) to whom authority has been delegatedunder this policy.

2. For offences related to course work (including examinations):

a. The designate or the Director of Open Learning and Educational Support willcarry out the role of the chair in cases where the offence has been committed inan Open Learning, non-degree credit course. Degree credit courses offered throughdistance are within the authority of the chair of the department offering the course.The role of the dean in the case of non-degree credit courses offered through theOpen Learning program is carried out by the Director of Open Learning andEducational Support .

b. For undergraduate students and open learners, the relevant dean is the dean ofthe college in which the course is offered, and the dean of the college in whichthe student is enrolled (if different) should receive a copy of the decision. In theevent that an offence is committed in a degree credit course by an open learner,the Director of Open Learning and Educational Support should receive a copyof the decision.

c. For graduate students, the relevant deans are the dean of the college in which thecourse is offered and the Dean of Graduate Studies acting jointly. The dean ofthe college in which the student is enrolled (if different) should receive a copyof the decision.

3. For offences not related to courses, or for course offences involving students notenrolled in the course, for undergraduate students the dean of the college in whichthe student is enrolled is responsible for administering the policy. For graduatestudents, the policy is administered jointly by the Dean of Graduate Studies and thedean of the college in which the student is enrolled.

4. In the event that a chair/director has a conflict of interest in dealing with a case, thedean will appoint another faculty member to deal with the case. In the event that adean’s designate has a conflict of interest in dealing with a case, the dean may appointan alternate designate or choose to deal with the case himself/herself. In the case ofa conflict of interest on the part of a dean, the Provost will appoint a designate to dealwith the case.

5. Wherever in this policy it states that a student is to be contacted, the normal expectationis that such contact will be made using the student’s University of Guelph emailaccount, with a copy of any correspondence being sent to the home address providedto the University by the student.

B. Detection and Documentation1. Examinations

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32 VIII. Undergraduate Degree Regulations and Procedures, Academic Misconduct

The responsibility for preventing and detecting academic misconduct in an examinationlies with the invigilators, although they make use of reports from others to assist themin detection. In cases of suspected impersonation, the chief invigilator shall requirethe student concerned to remain after the examination until the student is satisfactorilyidentified. In other cases of suspected academic misconduct, the chief invigilator shallallow the student to complete the examination, but:

• may require that the student complete the examination in another location orsetting when it is deemed that such action will cause the least disruption of thosetaking the examination; and

• shall confiscate any suspect material (including those portions of the examinationcompleted to that point) and give it, along with the student’s other examinationbooklet(s) (collected at the end of the exam) to the instructor immediatelyfollowing the examination.

The chief invigilator shall give a full report, together with any confiscated material,to the instructor-in-charge of the course if the instructor is not the chief invigilator.In instances of open learning courses, the material will be submitted to the Directorof Open Learning and Educational Support . The student is required to contact theinstructor no later than the end of the examination period.

2. Term assignments, including research and thesis workThe initial responsibility for detecting academic misconduct on term assignments,etc., necessarily lies with the person(s) responsible for evaluation and discussion ofthe student’s work, although that person may make use of reports from others to assistin detection, and may make use of electronic means of detection appropriate to thediscipline. Where academic misconduct is suspected, the evaluator/marker shall retainpossession of any suspect material and give a full report in writing together with anyconfiscated material to the instructor-in-charge of the course, or to the student’sadvisor, if the instructor/advisor is not the evaluator/marker. At this stage, the studentwill be informed by the instructor/advisor that a suspicion of academic misconductis being investigated.

3. Cases outside the domain of examinations or assignmentsThe responsibility for detecting academic misconduct in the context of an academicenvironment that is not part of the formal examination or assignment process restswith the entire University community. Where academic misconduct is suspected, butwhere it is unclear whether it is directly related to a specific course, or where thespecific course is unknown, those with knowledge of an offence should contact thedean of the college in which the student is enrolled and the Dean of Graduate Studiesin the case of a graduate student. If the suspected offence appears to be related to aspecific course, then the instructor of the course should be contacted.

C. Investigation and Judgment1. Offences Related to Course Work, Research, Thesis Work or Examinations

a. When an instructor or an advisor suspects that an academic offence has beencommitted, he/she is responsible for gathering evidence to support or allay thesuspicion and may invite the student to meet with him/her to discuss the concerns.The instructor/advisor should pursue the gathering of evidence in a timely way.The normal expectation for assignments due within the semester is thatinstructors/advisors will complete their evidence gathering within ten workingdays of the due date for the assignment. For assignments submitted at the end ofthe semester or during the examination period, the instructor has until the tenthday of the subsequent semester to collect the evidence and determine whether topursue a case. In a case where an instructor/advisor requires substantial additionaltime to collect and review the evidence, he/she may seek an extension of timefrom the chair.

b. If after reviewing the available evidence the instructor/advisor believes an offencemay have been committed, he/she shall refer the case to the chair of the departmentresponsible for the course or graduate program. The referral document will includeall evidentiary material collected by the instructor/advisor along with thetransmittal form on which the instructor/advisor may include a recommendationwith respect to penalty should the allegation be upheld. A copy of the first pageof the transmittal form shall be sent to Enrolment Services/Office of GraduateStudies by the chair.

c. If the chair believes that there is sufficient evidence to support a charge ofacademic misconduct, he/she will forward the transmittal form and all evidentiarymaterial to the dean/dean's designate, normally within ten working days of receiptof the allegation from the instructor/advisor.

d. Normally within ten working days of receipt of the case from the chair, the deanwill invite the student to meet with him/her to discuss the allegation(s). If thestudent does not respond within ten working days to the request for an interview,or if the student refuses to attend an interview, the dean may proceed with thecase. The student may be accompanied at the meeting by a support person. Priorto meeting with the student, the dean may consult with any individuals he/shebelieves pertinent to the case. At the meeting, the student will be presented withthe evidence collected by the dean to that point. Based on the student's responseto the evidence, the dean may engage in further consultation with any individualshe/she deems pertinent to the case. The student will be informed of any otherevidence gathered as a result of those consultations and be given an opportunityto respond prior to the dean's reaching a decision on the case

e. If after weighing the available evidence the dean finds an offence has beencommitted, the dean will contact Enrolment Services/Office of Graduate Studiesas appropriate to determine whether this is a first offence.

f. In determining the appropriate penalty, the dean will consult the Guidelines forPenalties for Academic Misconduct, will take into consideration therecommendation from the instructor/advisor, and consider such factors as therelative weight of the assignment, the semester level of the student, any recordof previous offences, the seriousness of the offence (e.g. the amount of workplagiarized), and any mitigating circumstances presented by the student. Forgraduate students, attention will also be paid to whether the work in which theoffence has been committed is one of the major milestones of the graduate program(e.g., qualifying examination, thesis).

g. Normally within ten working days of the meeting with the student, or ten daysfrom the date of the final communication with the student with respect to anyadditional evidence, the dean will inform the student in writing of the dispositionof the case. In a case where the dean requires substantial additional time to reviewthe evidence and come to a judgment, she/he may seek an extension of time fromthe Provost.

Should the dean determine that an academic offence has not been committedhe/she shall so inform the student, the instructor/advisor and the chair in writing.A copy of the letter will be forwarded to Enrolment Services/Office of GraduateStudies as appropriate. Thereafter, the complaint shall have no official status asan accusation of academic misconduct and no record of the complaint shall bemaintained on the student's record.2

Should the dean determine that an academic offence has been committed, he/sheshall inform the student in writing. The written notification should include theoffence for which the student has been found guilty and information with respectto penalty. Copies of the written notification should be sent to any other relevantdean(s) office(s), to the instructor/advisor, the department chair, the programcounsellor and to Enrolment Services/Office of Graduate Studies (as appropriate).

h. In a case where the dean believes suspension or a recommendation forexpulsion/revocation is warranted, he/she should consult with the Provost andVice-President Academic before making a final determination with respect topenalty.

i. Should the dean recommend expulsion or revocation/rescinding of a degree,he/she shall so inform the student in writing and forward the matter to the SenateCommittee on Student Petitions.

At that time, the student may appeal the recommendation of expulsion/revocationand request a hearing of the Senate Committee on Student Petitions. Whether ornot a hearing is requested, the Senate Committee on Student Petitions will proceedwith the case and inform the parties involved of its decision.

In the case of an expulsion, the Senate Committee on Student Petitions may decideto uphold the recommendation to expel, in which case the recommendation willbe forwarded to the President for final decision. Alternatively, the SenateCommittee on Student Petitions may decide to impose a lesser penalty, in whichcase the President's assent is not required. When a recommendation is referredto the President, the President may uphold the recommendation to expel or imposea lesser penalty, which will be final.

In the case of revocation/rescinding of a degree, if the Senate Committee onStudent Petitions confirms the recommendation of rescinding/revocation of adegree, the recommendation will be forwarded to the President. If the Presidentdoes not confirm the recommendation of rescinding/revocation of a degree, thePresident may impose a lesser penalty, which will be final. If the Presidentconfirms the recommendation, the recommendation will be forwarded to Senatefor final decision with respect to revocation/rescinding. If the Senate does notconfirm the recommendation of revocation/rescinding, the matter will be returnedto the President for a final decision with respect to a lesser penalty.

2 A statistical record will be kept by the Office of the Dean for annual reportingpurposes.

2. Other Offences

Last Revision: May 22, 2015 2015-2016 Undergraduate Calendar

VIII. Undergraduate Degree Regulations and Procedures, Academic Misconduct 33

a. Cases involving offences that are not course-related or are not related to graduateprogram work are dealt with by the relevant dean (see Procedures A. Notes Re:Procedures and Authority to Act). Examples of such offences include, but arenot limited to falsification of credentials for admission purposes, damaging oflibrary materials, abetting the cheating of another in a course in which the abettoris not enrolled, and obstructing or interfering with the academic activities ofothers.

b. When a case is brought to the attention of the dean, the dean shall inform thestudent that an allegation has been made and invite the student to meet to discussthe allegation. The dean will also inform Enrolment Services/Office of GraduateStudies (as appropriate). If the student does not respond within ten working daysto the request for an interview or refuses to attend an interview, the dean mayproceed with the case. The student may be accompanied at the meeting by asupport person. Prior to meeting with the student, the dean may meet with anyindividuals or collect evidence as he/she deems pertinent to the case. At themeeting, the student will be presented with the evidence collected by the dean tothat point. Based on the student's response to the evidence, if necessary the deanmay consult with any other individuals he/she deems pertinent to the case. Thestudent will be informed of any other evidence gathered as a result of thoseconsultations and be given an opportunity to respond prior to the dean's reachinga decision on the case.

c. If after weighing the available evidence the dean finds that an offence has beencommitted, the dean will contact Enrolment Services/Office of Graduate Studiesas appropriate to determine whether this is a first offence. The dean may imposepenalties in accordance with Penalties A. and B., above. In the event that the deanbelieves suspension, expulsion or revocation to be warranted, he/she shall proceedas in Procedures C.1. (h) and (i).

d. Normally within ten days of meeting with the student, or of the finalcommunication with the student with respect to evidence, the dean shall informthe student in writing of his/her decision in the case, and copy the letter to therelevant university officials, including Enrolment Services/Office of GraduateStudies (as appropriate). In a case where the dean requires substantial additionaltime to gather evidence and make a judgment, he/she may seek an extension fromthe Provost and Vice-President Academic.

Appeals1. Students may appeal either the finding, the penalty, or both to the Senate Student

Petitions Committee.

2. Appeals must be submitted to the Senate Student Petitions Committee within 10working days of receipt of the decision. If the decision is mailed, it will be deemedto have been received by the student the fifth day after it has been mailed. If thedecision is sent by courier, fax or email it shall be deemed to have been received oneday after it has been sent.

3. An appeal to the Senate Committee on Student Petitions involves an examination ofall relevant documents and evidence to determine the appropriateness of a finding ofguilt or of the assessed penalty. The procedures for conducting an appeal and forholding a hearing are set out in the Regulations of the Senate Committee on StudentPetitions. Following an appeal or hearing, the Senate Committee on Student Petitionsmay take one or more of the following courses of action:

a. confirm a finding of guilt;

b. reverse a finding of guilt (in which case no penalty shall apply);

c. confirm a penalty;

d. assess a different penalty.

Record of Academic MisconductEnrolment Services, or the Assistant VP of Graduate Studies, or the Director of OpenLearning and Educational Support as appropriate, shall place in the student's file a recordof all academic misconduct for which the student is penalized. Students in the AssociateDiploma Program who are found guilty of academic misconduct in an Independent Studycourse taken through OAC Access towards their Associate Diploma will have the recordof the finding of guilt placed against the appropriate term.

The record of academic misconduct shall be expunged from the student's file upongraduation, or for open learners, upon completion of a certificate or diploma. Studentswho do not graduate from the University of Guelph or another university may submit anapplication to the Senate Committee on Student Petitions to have the record expunged nosooner than five years after the date of last registration. Students who have graduated atanother accredited university may submit verification of graduation to EnrolmentServices/Office of Graduate Studies and have their record expunged. The record forexpulsion is permanent, unless removed by petition to the President.

Access to the record of academic misconduct will be limited to those involved in processingappeals and those involved in processing additional complaints against the student.

Note: Template letters to students, forms for Enrolment Services and Office of GraduateStudies, and suggested wording for course outlines are available from the Judicial Office.

Guidelines for Penalties for Academic MisconductWith the finding of academic misconduct, there is a mandatory penalty of Official Warningwhich will stay on the student’s record until graduation. In addition, one or more otherpenalties may be assessed. Following are guidelines used by chairs/directors and deansin determining the appropriate additional penalties. Users need to be aware that these areguidelines and that not all cases will fit neatly into the categories.

The guidelines below provide a range of penalties (minima and maxima) for the variousoffences identified in the Policy on Academic Misconduct as well as indicate what penaltyis deemed to be the “norm” for the offence in the case of a first or second year student. Itshould be noted that “subsequent offence” means any subsequent offence, not only asubsequent offence in the same category.

For a course-based offence, the chair/director may assign penalties up to and includingloss of grades if the offence is a first offence. If there is a previous offence on the student’srecord, or if the chair/director believes a stronger penalty is merited, the case is forwardedto the dean for penalty assessment.

In cases where the dean is of the opinion that there is cause for a penalty different fromthose indicated in the guidelines (either higher or lower), she/he will review the penaltywith the Provost and Vice-President Academic. The dean will also consult with the Provostin cases where the contemplated penalty is suspension or expulsion.

In a case where the dean is of the opinion that the finding of guilt is not supported by theevidence, the dean will review the case with the chair/director. If the chair/director anddean are unable to reach an agreement on the case, the dean will consult with the Provostbefore making final determinations as to the finding of guilt and any penalty to be appliedin the event that dean upholds the finding of guilt.

In determining the appropriate penalty the chair/director or dean will take into considerationthese guidelines, the recommendation from the instructor, the recommendation from thechair/director (in the case of a dean assigning a penalty), and any other relevant factorssuch as the relative weight of the assignment, the semester level of the student, theseriousness or extent of the offence (e.g. the amount of work plagiarized), any record ofprevious offences, and any mitigating circumstances presented by the student.

Guidelines for Penalties for Academic Misconduct in Addition toOfficial WarningA. Misappropriation of Other’s WorkIn the tables below (N) indicates the normal expectation for penalty for a first or secondyear undergraduate, or first year graduate student.

1. PlagiarismMisappropriation of Other’s Work - Plagiarism

Subsequent OffencesFirst OffenceOffences

Loss of grades(N) Zero on the assignmentZero in the courseLoss of scholarship/bursarySuspension

Resubmission of new work(N) Loss of gradesZero on the assignment

Minor

Zero in the courseLoss of scholarship/bursary(N) SuspensionExpulsion/Revocation

(N) Zero in the courseLoss of scholarship/bursarySuspension

Major

2. CopyingMisappropriation of Other’s Work - Copying

Subsequent OffencesFirst OffenceOffences

Loss of grades(N) Zero on the assignmentZero in the courseLoss of scholarship/bursarySuspension

Resubmission of new work(N) Loss of gradesZero on the assignment

Minor

Zero in the courseLoss of scholarship/bursary(N) SuspensionExpulsion/Revocation

(N) Zero in the courseLoss of scholarship/bursarySuspension

Major

3. Unauthorized CollaborationMisappropriation of Other’s Work - Unauthorized Collaboration

Subsequent OffencesFirst OffenceOffences

Loss of grades(N) Zero on the assignmentZero in the courseLoss of scholarship/bursarySuspension

Resubmission of work(N) Loss of gradesZero on the assignment

Minor

2015-2016 Undergraduate Calendar Last Revision: May 22, 2015

34 VIII. Undergraduate Degree Regulations and Procedures, Academic Misconduct

Subsequent OffencesFirst OffenceOffences

Zero in the courseLoss of scholarship/bursary(N) SuspensionExpulsion/Revocation

(N) Zero in the courseLoss of scholarship/bursarySuspension

Major

B. Misrepresentation and Fraud1. ImpersonationMisrepresentation and Fraud - Impersonation

Subsequent OffencesFirst OffenceOffences

(N) Zero in the courseLoss of scholarship/bursarySuspension

(N) Zero on the assignmentZero in the courseLoss of scholarship/bursarySuspension

Minor

Zero in the courseLoss of scholarship/bursarySuspension(N) Expulsion/Revocation

Zero in the courseLoss of scholarship/bursary(N) Suspension

Major

2. FalsificationIn addition to any penalty that may be applied, if a document is discovered to have beenfalsified, the document is null and void and the action permitted by the document isreversed.

If the falsified document is course-related (e.g. medical note) a zero in the course is thenormal expectation for penalty for a first offence.

Misrepresentation and Fraud - Falsification

Subsequent OffencesFirst OffenceOffences

Zero in the courseLoss of scholarship/bursary(N) Suspension/revocationof admission offerExpulsion/Revocation

Resubmission of workLoss of gradesZero on the assignment(N) Zero in the courseLoss of scholarship/bursarySuspension/revocation ofadmission offer

Minor and Major

3. Withholding of documentsIf the withheld information would have affected admission to a course then a zero in thecourse is the normal expectation for penalty for a minor subsequent offence.

Misrepresentation and Fraud - Withholding of documents

Subsequent OffencesFirst OffenceOffences

(N) Zero in the courseLoss of scholarship/bursary(N) SuspensionExpulsion/Revocation ofdegree or admission offer

(N) Official warningLoss of gradesResubmission of workZero on the assignment

Minor

Zero in the courseLoss of scholarship/bursarySuspension(N) Expulsion/Revocationof degree or admissionoffer

Zero in the courseLoss of scholarship/bursarySuspension(N) Expulsion/Revocationof degree or admissionoffer

Major

4. Unauthorized AidsMisrepresentation and Fraud - Unauthorized Aids

Subsequent OffencesFirst OffenceOffences

Zero in the courseLoss of scholarship/bursary(N) SuspensionExpulsion/Revocation

Resubmission of workLoss of grades(N) Zero on theassignment/exam

Minor and Major

C. Improper Access and ObstructionThese offences may also be subject to penalty under the Non-Academic MisconductPolicy.

1. Preventing AccessImproper Access and Obstruction - Preventing Access

Subsequent OffencesFirst OffenceOffences

(N) Zero in the courseLoss of scholarship/bursarySuspension

(N) Official warningResubmission of workLoss of gradesZero on the assignment

Minor

Subsequent OffencesFirst OffenceOffences

Zero in the courseLoss of scholarship/bursary(N) SuspensionExpulsion/Revocation

(N) Zero in the courseLoss of scholarship/bursarySuspension

Major

2. Obstruction and InterferenceImproper Access and Obstruction - Obstruction and Interference

Subsequent OffencesFirst OffenceOffences

Zero in the courseLoss of scholarship/bursarySuspension(N) Expulsion/Revocation

Loss of gradesObstZero on the assignmentZero in the courseLoss of scholarship/bursary(N) Suspension

Minor and Major

3. Improper AccessImproper Access and Obstruction - Improper Access

Subsequent OffencesFirst OffenceOffences

Zero in the courseLoss of scholarship/bursarySuspension(N) Expulsion/Revocation

Zero in the courseLoss of scholarship/bursary(N) SuspensionExpulsion/Revocation

Minor and Major

4. Improper DisseminationImproper Access and Obstruction - Improper Dissemination

Subsequent OffencesFirst OffenceOffences

Zero in the courseLoss of scholarship/bursary(N) SuspensionExpulsion/Revocation

Zero in the course (ifapplicable)(N) Suspension

Minor and Major

Academic Review Sub-Committee ProceduresThe Academic Review Sub-Committee of each program committee meets three timeseach semester as follows:

• after the third day of the add period.

• after the twentieth class day.

• after the last day of exams.

Refer to Section III--Schedule of Dates., for the submission deadlines for each of thesemeetings.

A request for academic consideration should be made by the student to the AcademicReview Sub-Committee during, or immediately after, the semester to which it refers. Arequest for a deferred privilege for a missed final examination or other course requirementsnot completed must be submitted, along with supporting documentation, to the programcounsellor within five working days of the missed examination/course work deadline. Ifa student is appealing a required to withdraw decision, the student should submit the"Request for Academic Consideration" form by the first deadline of the next semester.

The Academic Review Sub-Committee will consider requests for academic considerationwith regard to:

1. Course results (e.g. late drop of a course(s) with or without failure, deferred orsupplemental privileges, credit status).

2. Meeting the continuation of studies requirements (e.g. probationary status).

3. Meeting the graduation requirements.

All requests are to be made in writing, preferably type-written, on the "Request forAcademic Consideration" form available from Enrolment Services, Office of RegistrarialServices at ahttp://www.uoguelph.ca/registrar/index.cfm?downloads, or from their programcounsellor. Request forms must be accompanied by relevant supporting documentation.Requests that are inadequately documented or that lack clarity will not be dealt with butwill be returned to the student. The student should meet with the program counsellor foradvice on the preparation and submission of requests for academic consideration. A requestfor a deferred privilege for a missed final examination or other course requirements notcompleted must be submitted, along with supporting documentation, to the programcounsellor within five working days of the missed examination/course work deadline.

When the form is complete, the student should retain a copy along with copies of alldocumentation submitted. The form, with the original documentation attached, should besubmitted to the student's program counsellor or to Enrolment Services, Office ofRegistrarial Services.

The Associate Registrar, Enrolment Services, or designate, shall maintain a record of thesub-committee's decisions and immediately inform each student in writing as to thedisposition of the request.

Last Revision: May 22, 2015 2015-2016 Undergraduate Calendar

VIII. Undergraduate Degree Regulations and Procedures, Academic Review Sub-Committee Procedures 35

An appeal of an Academic Review Sub-Committee's decision may be submitted tothe Senate Committee on Student Petitions within 10 days of the decision. Studentswho are appealing the decision of an Academic Review Sub-Committee for denialof probationary status will not be allowed to attend classes pending the outcome ofthe petition.

Academic StandingEligible to ContinueA student who does satisfy the program requirements for continuation of study will beeligible to continue.

ProbationaryA student who does not satisfy the program requirements for continuation of study willbe allowed to continue in his/her program if granted probationary status (see Continuationof Study in this section).

Required to WithdrawA student who does not satisfy the program requirements for continuation of study willbe required to withdraw from the University for a minimum of two semesters (seeContinuation of Study in this section).

Students who do not satisfy the program requirements may appeal to the Academic ReviewSub-Committee for probationary status to be granted based on medical, psychological orcompassionate grounds.

Readmission to a program at the University of Guelph is not automatic. Students who arerequired to withdraw must apply for readmission to the University after completing theminimum two semesters of rustication. Students should consult Section IV--AdmissionInformation regarding appropriate admission requirements and deadline dates.

A student who has been required to withdraw and who has made an appeal for probationarystatus to the Academic Review Sub-Committee will not be allowed to attend classes untilsuch time that the appeal is granted.

A term academic standing is assigned to each completed semester according to therequirements of the Continuation of Study policy. A student whose term academic standingis Required to Withdraw according to the requirements of the Continuation of Study policymay have their term academic standing changed to "probation" as a result of a Requestfor Academic Consideration.

Adding CoursesA student may not add a course in which pass standing (or higher) has been achieved ona previous course attempt unless so directed by the appropriate Academic ReviewSub-committee.

All course additions to a student's program for a particular semester are to be completedby the end of the add period. On the last day of the add period, students will be able toadd courses up to a maximum of 3.25 credits on a first-come, first-served basis.Additionally, with a signature from the program counsellor, under exceptionalcircumstances a student will be able to enrol in more than 2.75 credits earlier in the process.

The addition of a course after the end of the add period will be considered only inexceptional circumstances and will require the approval of both the instructor for thecourse and the program counsellor of the program in which the student is enrolled. Theprogram counsellor's signature should be sought first but does not presume the judgmentof the instructor as to the appropriateness of the late addition for his or her particularcourse. In practice, the following have been deemed to be exceptional circumstances:illness or compassionate grounds for missing all or part of the first three class days;interchanging courses with common lectures, one with and one without labs; late resolutionof appeals; failure of a deferred course condition or examination; university errors inregistration procedures.

Caution: Students granted permission to add a course after the end of the add period mayencounter difficulty in mastering course content and may be unable to meet all courserequirements. The University has no obligation to assist students to pick up material thathas been missed because of late enrolment.

Course Requisite(s)A student wishing to enrol in a course for which he/she does not have credit for the statedcourse requisite(s) may seek permission from the instructor to have the requisite(s) waived.The student seeking the waiver must obtain a "Course Requisite/Restriction Waiver" andhave it completed by the instructor. The student must then present the completed formalong with a completed Course Request form to Enrolment Services for processing. Waiverforms are available from Enrolment Services, Office of Registrarial Services, Level 3,University Centre. https://webadvisor.uoguelph.ca/st/index.shtml.

Distance Education CoursesDistance Education courses may be added up to the end of the add period, with thepermission of the Open Learning and Educational Support.

Program ApprovalProgram Approval is required to add courses if the student is adding more than the normalcourse load.

Regular CoursesRegular courses may be added without permission of the department. Regular courses arethose courses that are not designated as Priority Access in Chapter XII.

Two-Semester CoursesWhen adding a two-semester course, students must complete the course selection processfor each part of the course during the appropriate course selection period. (e.g. AGR*2351in the Fall semester and AGR*2352 in the Winter semester). These courses must be takenin consecutive semesters as outlined in the course description.

Address for University CommunicationDepending on the nature and timing of the communication, the University may use oneof these addresses to communicate with students. Students are, therefore, responsible forchecking all of the following on a regular basis:

Email AddressThe University issued email address is considered an official address and will beused for correspondence from the University. Students are responsible for monitoringtheir University-issued email account regularly. See Section I--Statement of Students'Academic Responsibilities for more information.

Home AddressStudents are responsible for maintaining a current mailing address with the University.Address changes can be made, in writing, through Enrolment Services.

AdmissionsUniversity of Guelph students may, at some point, be required to complete and submit anapplication form to the Admission Services Office. The two most common reasons forsubmitting this internal application form are: to apply to transfer from one degree programto another or to apply for readmission to a program.

Application forms must be submitted to Admission Services by the deadline dateestablished for each semester. An application fee is payable at the time the application issubmitted (refer to Section III--Schedule of Dates.).

Application deadline dates are published in Section IV--Admission Information.

Associated Program RequirementsProgram Committees have the option of identifying, as requirements for graduation,program components that are not academic courses and do not carry an academic creditweight. Associated Program Requirements allow programs to give formal recognition(but not academic credit) to the successful completion of program components that areprimarily non-academic but are judged by the program committee as essential to fulfilthe objectives of a degree or diploma program. Associated Program Requirements, whenvalid, are identified in Section X--Degree Programs in the schedule of studies for eachappropriate area of study.

Attendance at ClassInstructors will inform students of the attendance requirements for individual courses inaccordance with the policy of the department or school.

Caution: A student who for any reason does not attend classes regularly, runs the risk ofbeing unable to complete the work of the semester and is advised to report to the programcounsellor for academic counselling upon return to classes.

Auditing CoursesA student may audit a course upon approval of the department offering the course andpayment of a fee. The department shall provide to persons intending to audit a course awritten statement prescribing the extent to which they may participate in the work of thecourse. No official transcript record of audited courses will be provided. The proceduresfor registration and course changes are the same as for regular course attempts, exceptthat after the end of the add period, a student who is registered under audit status for aparticular course is committed to that status and may not convert to credit status for thesame course. A student may change from credit to audit status up to the drop deadlineapplicable to that course, with approval. A fee is assigned for each audit course (refer toSection VI--Schedule of Fees) except in the case of a student holding full-timeclassification. Full-time students who have received approval for audit courses are notassessed additional fees.

Permission to audit must be obtained from the instructor for the course, the chair of thedepartment offering the course, and the student's program counsellor.

The student who receives approval to audit should discuss with the instructor the conditionsunder which that approval is given including, for example, attendance, submission of termwork, taking of examinations.

An approved audit course does not constitute a course attempt. No official grade will bereported, and audit courses will not be used in the determination of the eligibility forcontinuation of study. Also, no official documentation will be provided to verify theauditing of a course.

Audit courses are not considered in calculating full-time or part-time status.

2015-2016 Undergraduate Calendar Last Revision: May 22, 2015

36 VIII. Undergraduate Degree Regulations and Procedures, Academic Standing

Class Level CalculationAll programs determine class level on the basis of successfully completed credits plus thenumber of credits in progress. As courses are dropped and added, or grades are received,the class level may be adjusted accordingly. Class Level is determined as follows:

Class Level Calculation

Class LevelSuccessfully Completed Credits and CreditsIn-progress

10.00 - 2.50

22.75 - 5.00

35.25 - 7.50

47.75 -10.00

510.25 - 12.50

612.75 - 15.00

715.25 - 17.50

817.75 - 20.00

920.25 - 22.50

1022.75 (or more)

Credit StandingIn rare circumstances, where a student has:

a. not completed a course’s requirements and would normally be eligible for a deferredprivilege but is unable to complete one because they are impacted by extreme medical,psychological or compassionate circumstances beyond their control, or

b. where extreme circumstances have impacted the student’s level of achievement asreflected in the final course grade,

they may submit a request to the Academic Review Sub-committee for credit standing inthe course.

Under a) above, in circumstances where students are able to provide appropriatedocumentation that there is little reasonable expectation that the outstanding componentsof evaluation can be completed by the end of the subsequent semester, they may make arequest for credit standing.

Under b) above, in circumstances where students are able to provide appropriatedocumentation that their level of achievement as reflected in the final course grade wasimpacted by extreme circumstances, they may make a request for credit standing.

“Extreme circumstances” are generally defined as catastrophic circumstances beyond thestudent’s control that renders the student incapable of accessing the academic considerationprocess.

A student awarded “credit standing” by the Academic Review Sub-committee will receivecredit for the course(s) with the notation of CRD instead of a numerical grade. The effectof this on the student’s program is that the course(s) are not included in the calculationof the student’s overall cumulative or semester average, or specialization average.

The request for credit standing must be made in writing to the Academic ReviewSubcommittee of the student’s degree program, and it must be accompanied by supportingdocumentation. For students to be considered for credit standing, they must have:

i. Completed at least 75% of the graded components of the course(s) for which creditstanding is being requested; and

ii. Received a cumulative passing grade for the components of the course which wereevaluated.

Students must submit written requests for credit standing, along with their supportingdocumentation, to the Academic Review Sub-committee via their Program Counsellorwithin the first five class days of the subsequent semester. Students’ written requests forcredit standing must include an explanation of why they are unable to undertake orcomplete a deferred privilege in order to complete the course’s evaluative componentsand/or an explanation of the extreme circumstances which affected their final coursegrade.

Requests for Credit Standing are not normally granted more than once in a student’sprogram and consideration is limited to a maximum of one semester of courses in thestudent’s program (a single request may include one, some, or all courses in the semesterspecified in the request).

Continuation of StudyFor continuation of study within a degree program, Open Learning or General Studies, astudent must satisfy the conditions as set down under Schedule 1 or Schedule 2. Theappropriate schedule will be determined by the criteria outlined below.

Schedule 3 is outlined in the Diploma Program Calendar and is only applicable to studentsregistered in a Diploma program.

Schedule 5 is outlined in the Degree Programs section of this calendar (Section X--Doctorof Veterinary Medicine) and is only applicable to students registered in the Doctor ofVeterinary Medicine program.

Schedule 1

Schedule 2

Schedule 1Students will follow Schedule 1 if:

1. they have registered for the first time at the University of Guelph with no previousregistration in another college or university; or

2. they are registered at Guelph in the Open Learning Program and taking credit courses;or

3. they have been registered in a program at this University, are eligible to continuestudy in that program and subsequently transfer to another degree program (includingstudents transferring from Open Learning to a degree program); or

4. they have transferred from another university or college and have been admitted tosemester 1 at this University; or

5. they have been required for any reason other than academic performance to withdrawfrom the program, and subsequently are accepted for readmission to that program; or

6. they have registered at the University of Guelph as an exchange student.

Schedule 1 RegulationsAll degree programs, Open Learning and General Studies have established conditionswhich must be met for continuation of study. Continuation of study within a program ispermitted provided the standards of academic performance listed below are met. In someinstances, students not meeting the requirements may be allowed to proceed on probation(see Academic Standing-Probationary). If these conditions are not met, the student willbe required to withdraw from the program for a minimum of two semesters and may applyfor readmission after that period of time.

The continuation of study regulations at the University of Guelph are based on the principlethat students must maintain a minimum average of 60%. To allow for transition issues,some leniency has been built into the minimum average requirement during the first 5.00credit attempts. The student's cumulative average will be reviewed first. If the student'scumulative average does not meet the minimum required, the student will either be requiredto withdraw or placed on probation. When a student is placed on probation he/she will berequired to obtain a minimum semester average. In subsequent semesters the student willeither be required to withdraw, allowed to continue on probation, or be placed back onregular status. Students will be taken off probation once their cumulative average is greaterthan, or equal to 60%.

Conditions for continuation of study are applied using the following tables:

Number of Credit Attempts: between 0.25 and 2.50Students who have attempted between 0.25 and 2.50 credits will be allowed to continueregardless of the cumulative average. Students will be placed on probation if theircumulative average falls below 50%.

Number of Credit Attempts: between 2.75 and 5.00If Eligible to ContinueContinuation of Study Assessment for Students in Semester 2 following Schedule 1

Status of StudentCumulative Average (C)

Required to WithdrawC < 50%

Probationary StatusC ≥ 50% and C < 60%

Eligible to ContinueC ≥ 60%

If on ProbationContinuation of Study Assessment for Students in Semester 2 on Probation followingSchedule 1

Status of StudentCumulative Average (C)Semester Average (S)

Required to WithdrawS < 50% or C < 50%

Required to WithdrawS ≥ 50% but C < 50%

Probationary StatusS ≥ 50% but C < 60%

Eligible to ContinueC ≥ 60%

Number of Credit Attempts: more than 5.00If Eligible to ContinueContinuation of Study Assessment for Students in Semester 3 and Higher followingSchedule 1

Status of StudentCumulative Average (C)

Required to WithdrawC < 50%

Probationary StatusC ≥ 50% and C < 60%

Eligible to ContinueC ≥ 60%

Last Revision: May 22, 2015 2015-2016 Undergraduate Calendar

VIII. Undergraduate Degree Regulations and Procedures, Class Level Calculation 37

If on ProbationContinuation of Study Assessment for Students in Semester 3 and Higher on Probationfollowing Schedule 1

Status of StudentCumulative Average (C)Semester Average (S)

Required to WithdrawS < 60%

Probationary StatusS ≥ 60% but C < 60%

Eligible to ContinueC ≥ 60%

Schedule 2Normally students who transfer from another university or college will be required tofollow Schedule 2. Students who are readmitted to this University but whose prior recordrenders them ineligible to proceed under Schedule 1 will be required to follow Schedule2.

Schedule 2 RegulationsContinuation of study is permitted provided the student meets the conditions outlinedbelow. In some instances, students not meeting the requirements may be allowed to proceedon probation. If these conditions are not met, the student will be required to withdrawfrom the program for a minimum of two semesters and may apply for readmission afterthat time.

The continuation of study regulations are based on the principle that students must bemaintaining a 60% average. The details of the continuation of study model follow. Thestudent's cumulative average will first be reviewed. If it does not meet the required level,the student will either be required to withdraw or placed on probation. Students who areplaced on probation will be required to obtain a given semester average in subsequentsemesters. As a result of this review, the student will either be required to withdraw,remain on probation, or placed back on regular status. Students will be taken off probationonce their cumulative average rises above 60%.

Continuation of Study is assessed each semester. Students whose cumulative average fallsbelow 60% will be placed on probation for one semester, and then assessed based on theirsemester average.

If Eligible to ContinueContinuation of Study Assessment for Students following Schedule 2

Status of StudentCumulative Average (C)

Required to WithdrawC < 50%

Probationary StatusC ≥ 50% and C <60%

Eligible to ContinueC ≥ 60%

If on ProbationContinuation of Study Assessment for Students on Probation following Schedule 2

Status of StudentCumulative Average (C)Semester Average (S)

Required to WithdrawS < 60%

Probationary StatusS ≥ 60% but C <60%

Eligible to ContinueC ≥ 60%

Note: Alternative course evaluations will not be included in the Continuation of Studycalculations [Pass (P), Outstanding Pass (OP), Fail (F), Credit Standing (CRD) orWithdrawal with Failure (WF)]. Courses taken on a letter of permission will also not beincluded in the calculations. Students negatively affected by the omission of these coursesin the Continuation of Study calculations may appeal a continuation decision to theAcademic Review Committee.

Course SectionsStudent are advised of their course section when they receive their individual courseschedule (WebAdvisor) at the beginning of the semester. Course section informationindicates the meeting times and room for each course.

Students must attend the course section on their course schedule. In the event that a sectionchange is necessary the student must drop the old section and add the new one followingthe add/drop process.

Department Chair's ResponsibilitiesThe department chair will designate the responsibility for the approving of section changesduring the add period. The approval of section changes may be done by the departmentor the responsibility may be assigned to individual instructors.

Registrar's ResponsibilitiesEnrolment Services confirms with the students on their individual course schedules(WebAdvisor) the course section in which they are enrolled.

Student's ResponsibilitiesStudents must stay in assigned course sections. In the event that a section change is desiredthe department and/or instructor offering the course must be consulted.

Course SelectionThis is the procedure by which students indicate their course requests, including theappropriate course section for upcoming semesters. Program approval may be requiredas outlined in Section VII - Academic Advising. Subject to the availability of a publishedtimetable, students may select courses for more than one semester. Students are cautionedthat courses may be subject to listed enrolment restrictions. In such cases, priority in theselection of students to receive the course will be given to those who have selected coursesprior to the start of the semester. For further information, refer to Priority Access Coursesin this section of the calendar.

Students are normally restricted to selecting 2.75 credits during course selection and upto the last day of the add period. A number of programs have Senate-approved schedulesof study that require students to register in more than 2.75 credits for particular semesters.As a result, these programs are exempted from the 2.75 restriction as required.

On the last day of the add period, students are allowed to add courses up to a maximumof 3.25 credits on a first-come, first-served basis. Additionally, with approval from theprogram counsellor, under exceptional circumstances, a student can enrol in more than2.75 credits earlier in the process.

New StudentsA booklet including course selection material will be forwarded to new students by theOffice of Registrarial Services. Consult this booklet to determine the procedures for courseselection that pertain to the program to which you have applied. Students who are unableto return their course selection prior to the published deadline date have an opportunityto make their selection during the extended add period.

In-Course StudentsCourse selection material for upcoming semesters will be available during the semesterto all registered students. Students who are not currently registered should checkWebAdvisor for course selection dates or refer to Section III--Schedule of Dates..

There is a scheduled course selection period each semester where students can selectcourses for upcoming semesters (refer to Section III--Schedule of Dates for the exactdates).

Course selection is important for a number of reasons:

• a billing is generated via WebAdvisor by Student Financial Services on the basis ofthe course selection.

• course sections may be full after the course selection period and those who have notselected courses may not be able to enrol in them.

Students are encouraged to select courses for more than one semester at a time,subject to the availability of an Undergraduate Course Timetable.Students are encouraged to select their courses using WebAdvisor, however, they maychoose to complete an "Undergraduate Course Request" form. A separate "UndergraduateCourse Request" form must be completed for each semester. "Undergraduate CourseRequest" forms must be submitted by the course selection deadline date for the applicablesemester. Students who miss the course selection deadline must add their courses at thestart of the semester (see Adding Courses and Dropping Courses in this section of theUndergraduate Calendar).

Detailed InstructionsNormally, course selection on WebAdvisor results in a class schedule indicating lectureand laboratory sections, room locations and examination schedules, as applicable.

A copy of a student's Academic Evaluation is available on WebAdvisor at all times.Students are encouraged to select their courses early and for more than one semesterat a time.

Student's Responsibilities1. Complete the Course Selection process.

2. Obtain program approvals if necessary (refer Section VII - Academic Advising).

3. Submit the request using WebAdvisor. If a student is required to submit a form toEnrolment Services he/she should complete the General section (Section A) of theUndergraduate Course Request form.

When a two-semester course is selected, students must complete the course selectionprocess for each term during the appropriate course selection period. These courses mustbe taken in consecutive semesters as outlined in the course description.

All inquiries regarding distance education courses should be directed to the OpenLearning and Educational Support. http://www.open.uoguelph.ca/

To change your specialization, please use the "Undergraduate Schedule of Studies ChangeRequest" form and submit it to Enrolment Services.

It is the student's responsibility to ensure that the prerequisites have been satisfied for anycourse selected. Failure to do so will result in registration in the course being denied unlessa "Course Waiver Request" form, showing instructor approval, is presented to EnrolmentServices. NOTE: Students who select a course for a future semester and who fail or dropthe prerequisite(s) for the course in the current semester must drop the course. Areplacement may be added during the add period.

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38 VIII. Undergraduate Degree Regulations and Procedures, Course Sections

A student may not register for a course in which pass standing (or higher) has been achievedon a previous course attempt unless so directed by the appropriate Academic ReviewSub-Committee.

Diploma courses are available only to students registered in one of the AssociateDiploma programs. Degree students who register in Associate Diploma courses willhave the courses dropped from their record.Students not currently registered should check WebAdvisor or the Schedule of Datesfor the course selection dates. Students missing the deadline dates will have to addtheir courses during the add period.

Departmental Advisor's ResponsibilitiesAll advisors should be familiar with any course restrictions that apply to courses in theirdepartment.

Advisors should be prepared to help students plan a course program with emphasis onmeeting specialization and program requirements for graduation.

Advisors should approve the overall course program where appropriate. Refer to SectionVII - Academic Advising.

Program Counsellor's ResponsibilitiesA counsellor may withhold program approval if any of the following applies:

1. the student has not taken the necessary prerequisites or has not selected the necessarycorequisites;

2. the program requirements stated as such in the Undergraduate Calendar are notobserved;

3. the selection does not conform with decisions concerning the student that have beenreached by the Admissions and Academic Review Sub-Committees.

A student wishing to take more than the normal number of credits must have the approvalof the appropriate dean or designate. Refer to Section VII - Academic Advising

Registrar's ResponsibilitiesTo coordinate and prepare all course selection information for distribution to all in-coursestudents and to receive all completed "Course Waiver Request" forms.

To produce course counts based on course selection and distribute the information to theappropriate department chair for his/her recommendations, regarding enrolmentmanagement.

Dean's Honours ListEffective Spring 1986, the University established a Dean's Honours List for full-timestudents which is recognized on students' transcripts. (Prior to Spring 1986 colleges useddifferent criteria and the designation was not recognized on transcripts.) In Fall 1996 theDean's Honours List procedures were revised to include all undergraduate programs.

Effective Spring 1991 the Dean's Honours List procedures were extended to accommodatepart-time study (see 2. below). Part-time students must contact their College Dean's Officeto formally request that the Dean's Honours List designation be applied to their officialtranscript. As part of the request, the student must identify the semester to be consideredfor the listing (e.g. Fall 2000). Approved requests will be forwarded by the Dean's Officeto the Associate Registrar, Enrolment Services. The Dean's Honours List will include:

1. students taking full-time studies who have obtained a minimum semester average of80.0%.

2. students who in part-time semesters (which do not need to be consecutive) attain aminimum cumulative average of 80.0% in a sequence of at least 2.00 credits. Allcredits will be counted and the designation will appear under the last of the semestersmaking up the average, and in the graduating semester of students who have maintaineda cumulative average of 80.0% since their last Dean's Honours List Designation.

3. a student with a deferred condition, or a mark not received, or the first part of a twosemester course in progress, will not be evaluated for placement on the Dean's HonoursList until the academic record for that semester has been completed.

4. a part-time student who transfers from program to program within the Universityshould consult the appropriate dean's office about the eligibility for the Dean's HonoursList.

Students who have consistently maintained a high average, but for whom a change inprogram, in part-time status in the graduating semester, or other anomalies have preventedplacement on the Dean's Honours List, should consult the appropriate dean's office abouteligibility for the Dean's Honours List.

Students with a high level of academic achievement on exchange programs will beconsidered for the Dean's Honours List based on a recommendation to the appropriateDean from the exchange co-ordinator.

Note: The calculation of full-time and part-time status for students includes courses withcredit (CRD) standing or pass (P) standing. These courses do not affect the calculationof the averages used to determine Dean's Honours. Within each period of considerationthere must be at least one course with a numeric grade for a student to qualify for Dean'sHonours List unless the student has been on exchange for that period. Courses taken viaLetter of Permission do not contribute the calculation of full-time or part-time status.

Deferred PrivilegesWhen students do not write a required final examination, complete a final assignment, orcomplete a work term report by the deadline, they may be eligible for a deferred privilege.A deferred privilege is the opportunity to complete the final course requirements after theend of the semester. The nature of the deferred privilege may take the form of either aDeferred Condition or a Deferred Examination. The Academic Review Sub-Committeegrants deferred privileges on the basis of medical, psychological, or compassionateconsideration (see Academic Consideration and Appeals).

Deferred privileges must be completed within the semester immediately following thesemester in which the exam/course work was originally missed (refer to SectionIII--Schedule of Dates). If the Academic Review Sub-Committee assigns a passing gradeor credit standing (CRD) on the basis of medical, psychological, or compassionateconsideration, a student may request a deferred privilege instead. The student must makethe request in writing to their Program Counsellor. The grade resulting from the deferredprivilege will become part of the student's official academic record.

Instructors do not grant deferred privileges. They can only grant academicconsideration for work that is due during the semester and cannot grant extensionsbeyond their deadline for submission of final grades. The instructor should note onthe Incomplete Coursework Form any special circumstances relating either to thestudent or to the way the course was conducted (see Final Grades).Enrolment Services records the results of deferred privileges, and re-evaluates the student'sacademic record for continuation of study. The University reserves the right to disallowregistration until all deferred privileges are complete and the student's final standing iscalculated.

Deferred ConditionThe instructor and/or Chair/Director determine the requirements and conduct of thedeferred condition. The deferred condition may be a written test, an oral test, anassignment, a laboratory practical, or any other method of evaluation. Therequirements for completion of the deferred condition are documented on the "Termsof Supplemental/ Deferred Condition" form https://webadvisor.uoguelph.ca/st/index.shtml and a copy of the form is retained by the instructor and the student. Thedepartment notifies Enrolment Services of the results of a deferred condition,normally within 7 days of its completion.

Students must normally complete a deferred condition by the end of the deferredexamination schedule in the semester immediately following the completion of thecourse (refer to Section III--Schedule of Dates). Scheduling, Office of RegistrarialServices advises students in writing of the deadline for the completion of a condition.In addition, Scheduling directs the student to the "Terms of Supplemental/DeferredCondition" form https://webadvisor.uoguelph.ca/st/index.shtml. It is the student'sresponsibility to contact the instructor and make arrangements for the details of thecondition.

Scheduling advises departments via electronic mail of the students who have beengranted deferred conditions. The memorandum specifies the date for completion ofthe deferred condition, and the deadline for the submission of final grades toEnrolment Services. It is the responsibility of the Chair/Director or designate toadvise the appropriate instructors of the deferred conditions that have been granted.

If the condition is not completed by the required date, a grade is assigned based onthe term work completed as indicated on the original Incomplete Coursework Form.An extension beyond the end of the deferred examination period will be grantedonly in extreme circumstances - and with provision of additional documentation -and must be completed within the same semester the original deferred conditionwas missed. Students may be considered for an extension or other consideration, ifmedical, psychological or compassionate reasons prevail at the time of the scheduledcondition. In this case, the student should consult with their program counsellor andmay submit a "Request for Academic Consideration" form with documentationwithin five working days of the missed condition deadline to their program counselloror to Enrolment Services, Office of Registrarial Services.

Deferred ExaminationScheduling Services schedules and supervises deferred examinations that are twohours in length. Scheduling notifies departments of the deferred examination scheduleand advises the students of the date, time and location of their deferred examinations.The Academic Review Sub-Committees expect students to write deferredexaminations during the deferred examination period that follows the end of thesemester in which the course was taken (refer to Section III--Schedule of Dates).

Last Revision: May 22, 2015 2015-2016 Undergraduate Calendar

VIII. Undergraduate Degree Regulations and Procedures, Dean's Honours List 39

When conflicts arise between a student’s deferred final examination and a midtermexamination, the deferred examination takes precedence. The instructor for the classin which the midterm is being written shall make appropriate accommodation,mutually agreeable the student and instructor, for the student to make up the missedmidterm examination. If the student and instructor are not able to come to anagreement, they will refer the matter to the Chair/Director responsible for the course.An extension beyond the end of the deferred examination period will be grantedonly in extreme circumstances – and with provision of additional documentation –and must be completed within the same semester the original deferred examinationwas missed. Students may request an extension, or other consideration if medical,psychological or compassionate reasons prevail at the time of the scheduled deferredexamination. In this case, the student should consult with their program counsellorand must submit a "Request for Academic Consideration" form with documentationwithin five working days of the missed examination deadline to their programcounsellor or to Enrolment Services, Office of Registrarial Services.

Procedures for Deferred Privileges

Chair/Director’s ResponsibilitiesThe Chair/Director or designated department/school examination coordinator is responsiblefor the following:

1. Requesting a deferred examination from the appropriate instructor upon request fromScheduling Services and informing the instructors of students who have been granteddeferred privileges.

2. When a deferred examination is scheduled, forwarding one examination paper fromthe instructor for each student granted a deferred examination in the course, plus oneextra paper per course to Scheduling Services.

3. Where the instructor is unavailable, providing the required examination papers toScheduling Services.

4. At the end of the Deferred Examination period, collecting completed examinationpapers from Scheduling.

5. Immediately distributing the completed examination papers to the appropriateinstructor for marking.

6. In the case where a student is unable to make contact with the instructor to determinethe nature of a deferred condition, taking necessary steps to assist the student indetermining the requirements for the condition.

7. (Chair/Director only) initialing all grades submitted by instructors and forwardingthem to the Enrolment Services, Office of Registrarial Services, by the date indicatedin the request letter.

Instructor's ResponsibilitiesThe course instructor is responsible for the following:

1. In the case of a deferred condition, completing the "Terms of Supplemental/DeferredCondition" form, providing student with a copy of the form, and keeping a copy. Theinstructor must adhere to the deadlines for the completion of the condition and thesubmission of the final grades to Enrolment Services, Office of Registrarial Services.

2. In the case of a deferred examination, providing examination papers to theChair/Director and indicating what exam aids the student in writing the examinationmay use.

3. Prompt marking of deferred course materials and submission of grades to theChair/Director or designate.

Student's Responsibilities1. When the Academic Review Sub-Committee grants a deferred condition, contacting

the instructor of the course and presenting the "Terms of Supplemental/DeferredCondition" form upon notification. Students must contact the instructor of the courseimmediately, in order to complete the condition prior to the deadline specified byScheduling. The deadline is normally the last day of the deferred examination periodfor the semester in which the course was taken (which falls in the semester immediatelyfollowing the semester in which the course was taken, refer to Section III--Scheduleof Dates). The student and instructor must complete the form, indicating the exactnature of the deferred condition. If the student cannot contact the instructor, he/shemust contact the Chair/Director of the offering department/school. If the student doesnot make the required contact within the deadline specified by Scheduling, theUniversity will assume that the student does not intend to complete the condition,and a grade will be assigned based on term work completed, as indicated on theoriginal Incomplete Coursework Form.

2. When a deferred examination is granted, appearing for the deferred examinationaccording to the date, time and location designated on the deferred examinationtimetable.

3. Students identified by Scheduling as residing outside a 150 km (approx) radius ofGuelph are permitted to write deferred examinations at an academic institution (highschool, college or university) within their own vicinity. Students choosing this optionmust have the Off-Site Invigilator Form completed by an employee at one of theabove type of institutions and forward it by fax to Scheduling. For more information,form and deadline see: http://www.uoguelph.ca/registrar/undergraduate/files/invigilator_form.pdf.

Registrar's Responsibilities1. Enrolment Services informs the student and Scheduling Services of academic review

decisions, collects grades, and evaluates the continuation of study status when deferredgrades have been recorded.

2. Scheduling Services informs the Chair/Director/designate that the Academic ReviewSub-Committee has granted a deferred condition or examination; informs studentswho have been granted a deferred condition that it is their responsibility to contactthe instructor to arrange the condition; specifies a deadline for completion of deferredconditions; prepares a deferred examination timetable and notifies all students whohave been granted a deferred examination; identifies students residing 150 km (approx)from Guelph, and coordinates examinations with approved off-site invigilators (seeStudent’s Responsibilities above); requests the deferred examination papers from theChair/Director/designate; invigilates the deferred examinations; at completion of thedeferred examination period, prepares completed examination packages for eachdepartment/school, attaching a grade reporting sheet for each examination and notingwhich students did not write and which have been granted extensions by ProgramCounsellors; notifies department Chair/Director/designate that examination packagesare ready for pickup in Scheduling.

Dropping CoursesAll course drops from a student's program for a particular semester are to be completedby the dates specified in the Section III--Schedule of Dates.. Courses that are one semesterlong must be dropped by the end of the fortieth class day; two-semester courses must bedropped by the last day of the add period in the second semester.

The Academic Review Sub-Committee of the program in which the student is registeredmay grant a request to drop a course or courses after the deadline only if there are sufficientextenuating medical, psychological, or compassionate considerations (see AcademicConsideration and Appeals). Students must submit written requests for a late drop, alongwith their supporting documentation, to their Program Counsellor no later than the fifthday of classes of the following semester.

Student who are granted a late course drop will have reference to the course completelyremoved from their transcript.

Deadline DatesIn all cases, if course changes are made, using WebAdvisor or the "Undergraduate CourseRequest" form, the changes must be made by the drop deadline (refer to SectionVI--Schedule of Fees for the refund schedule).

The deadline dates for dropping courses (i.e. the fortieth class day) are noted in SectionIII--Schedule of Dates.

Instructor NotificationIn some cases the instructor must be notified when a student is dropping a courses, forexample, where students care for laboratory animals, or where supplies or books on loanmust be returned. If instructor notification is required to drop the course, this will bespecified on the course outline and announced in the first class meeting.

RefundsRefer to Section VI--Schedule of Fees for refund schedule. Normally, changes to theeffective date of dropped courses are only allowed for documented medical orcompassionate reasons and require the approval of the program counsellor.

Regular CoursesRegular courses may be dropped from the start of the add period to the fortieth class daywithout approval except where instructor notification is required (see Instructor Notificationabove).

Two-Semester CoursesWhen dropping two-semester courses, both semesters of the course must be dropped.Students who wish to re-take a two-semester course must re-take both parts of the course.The drop deadline for a two-semester course is the last day of the add period in the secondsemester.

ExaminationsDuring the examination period, Saturday is considered a regular day. Examinations maybe scheduled on public holidays. Students are advised to note Section III--Schedule ofDates. Students who encounter a conflict between a scheduled mid-term or finalexamination and a religious obligation (see Academic Accommodation of ReligiousObligations) must contact the instructor-in-charge or their program counsellor to requestthat alternate arrangements be made. A listing of major religious holidays is availablefrom the Office of Student Affairs.

2015-2016 Undergraduate Calendar Last Revision: May 22, 2015

40 VIII. Undergraduate Degree Regulations and Procedures, Dropping Courses

Mid-Term ExaminationsTerm tests must not be scheduled during the last five class days prior to the finalexamination period. Exceptions may be granted by the Dean (or designates) for practicalevaluations such a Laboratory or Studio tests, with the scheduling of such tests indicatedin the course outline. Short quizzes which have been a regularly scheduled part of thecourse and which are intended to review small amounts of material are not consideredterm tests and may be held during the last five class days.

Departments are urged by the Board of Undergraduate Studies to make every effort toschedule term tests and examinations in regularly scheduled class time. The Boardrecommends that faculty make every effort to accommodate students representing theUniversity in extra-curricular activities when there is a conflict between those activitiesand scheduled tests or examinations held outside regularly scheduled classes.

The directors of schools and department chairs must apply the policy having due regardto the special needs of courses over which they have jurisdiction.

The Board of Undergraduate Studies has reaffirmed the commitment to maintain the 17:20to 19:00 time slot free of academic activities as much as possible. However, from time totime approval may be given to scheduling classes or labs in that time slot. Requests forscheduling out-of-class mid-term examinations should also be restricted as much aspossible to regular academic hours (8:30-17:20 and 19:00-22:00). In the event thatappropriate space is not available during regular hours, the use of the 17:20-19:00 timeslot may be approved.

Instructors are cautioned that if there is a scheduling conflict between a scheduled classfor another course and the proposed time for the mid-term examination, the scheduledclass takes priority and students with such a conflict must be accommodated.

When conflicts arise between deferred final examinations and midterm examinations, thedeferred final examination must take precedence. The instructor for the class in whichthe midterm is being written shall make appropriate accommodation, mutually agreeableto the student and instructor, for the student to make up for the missed mid-term exam.If the student and the instructor are not able to come to a mutual agreement, the matterwill be referred to the appropriate department chair.

All additional rooms for mid-term examinations are to be booked through SchedulingServices. orsrooms@uoguelph.ca

Chair/Director's Responsibilities1. The conduct of all term examinations.

2. Appointing an adequate number of invigilators to assist the instructor-in charge.

Instructor's Responsibilities1. Taking attendance record at each term examination. The attendance record is for the

department's use and is not submitted to Registrarial Services.

2. Exercising discretion when requiring certification of illness. In particular, instructorsare encouraged not to require certification of illness affecting semester work whenthe assessment in question constitutes a small proportion of the course grade, or whenalternative means for carrying out the assessment are available.

Final Examinations/Assignments and Final Week of Classes

Final Week of ClassesFinal term assignments or papers may be due in the last five class days prior to the finalexamination period. Due dates for these evaluations should be stated in the course outline.Final assignments along with all necessary resource material should be available to studentsno later than the end of the 9th week of classes. Take-home examinations may not be duein the last week of classes.

Term tests must not be scheduled during the last five class days prior to the finalexamination period. Exceptions may be granted by the Dean (or designates) for practicalevaluations such as Laboratory or Studio tests, with the scheduling of such tests indicatedin the course outline. Short quizzes which have been a regularly scheduled part of thecourse and which are intended to review small amounts of material are not consideredterm tests and may be held during the last five class days.

Final Examinations (Regular, Take-Home and Other Format) andFinal AssignmentsWhere regular final examinations are to be given they must be given during the examinationperiod. All regular final examinations shall be two hours in duration. The followingguidelines for conducting final examinations have been approved by Senate.

1. Departments should indicate to Scheduling Services whether a final examination timeslot is required for a course. Departments will indicate whether:

• the examination will be a regular, sit-down examination for which a room isrequired;

• the examination will be a take-home examination;

• the examination will be in some other format (orals; computer exams; juriedperformance exams, etc.).

2. Unless approved by the Department Chair, examinations for 1000 level courses willbe in regular, sit-down format only.

3. The final examination period should be scheduled so as to provide a two day breakbetween the last day of classes and the first day of examinations.

4. The final examination period consists of eleven days, except in the Summer semester,where it is eight days.

5. The periods scheduled for final examinations which are to be written in examinationhalls shall be all of two hours in duration. No regular examination held during thefinal dates scheduled for final examination periods shall be longer than two hours.(Note: Some DVM courses are exempted from this rule and require three hour exams.)

6. Under normal circumstances, changes to the published examination timetable are notpermitted.

7. Where final examinations in either regular, take-home or other format are to be given,they must be given or due during the final examination period.

8. The Office of Registrarial Services has determined the 9th day (6th day in the 12-weekformat summer semester; 4th day in the 6-week format summer semester) of theexamination period as the final due date that may be assigned for take homeexaminations or exams given in other than regular, sit-down format. When using atake-home or other format final examination, departments will inform the Office ofRegistrarial Services whether they are using the 9th day (6th day in the 12-weekformat summer semester; 4th day in the 6-week format summer semester) of theexamination period as the due date, or whether they are using an earlier date. Thisinformation must be provided to ORS before the beginning of the semester, and thedue date must be noted on the course outline distributed at the first class meeting.

9. Faculty using take-home examinations will determine when the examination paperwill be made available to students, but must allow students at least 72 hours betweenthe date of issue of the exam and the due date. The date of issue of the examinationand the due date must be included in the course outline distributed at the first classmeeting. If a student's time to complete a take-home examination is significantlylessened because of the number and timing of regularly scheduled sit-downexaminations, the instructor may grant an extension, provided the new due date is notbeyond the grade submission deadline for the course. The student must initiate sucha request no later than the end of the second week of classes. The length of theextension will be at the instructor's discretion and instructors are advised to give thestudent the new due date in writing. The date of issue of the examination and its duedate must be included in the course outline distributed at the first class meeting.

10. If the examination is to be handed out after the end of classes, the instructor will beresponsible for arranging distribution and for ensuring that students have theappropriate opportunity to ask questions for clarification.

11. Final assignments or papers may be due either during the final examination periodor in the last week of classes. In either case, the assignments along with all necessaryresource material should be available to students no later than the end of the 9th weekof classes and the due date and date of issue of the assignment must be included inthe course outline distributed at the first class meeting. The Office of RegistrarialServices has determined the 9th day (6th day in the 12-week format summer semester;4th day in the 6-week format summer semester) of the examination period as the finaldue date that may be assigned for final assignments due in the examination period.When a final assignment used in lieu of a final examination is to be due in theexamination period, the department will inform the Office of Registrarial Serviceswhether they are using the 9th day (6th day in the 12-week format summer semester;4th day in the 6-week format summer semester) of the examination period, or whetherthey are using an earlier date. This information must be provided to O.R.S. beforethe beginning of the semester and must be included on the course outline distributedat the first class meeting. Instructors who opt for an assignment to be due during theexamination period may not also include a final examination in their courses.

The Office of Registrarial Services of the University is the final arbiter of the manner ofconducting examinations and receives general directives on policy from the Provost andVice President (Academic), and the Board of Undergraduate Studies.

The Office of Registrarial Services will, in cooperation with the appropriate examiners,establish special examination procedures as and when needed, for students who havetemporary or permanent physical disabilities. Medical opinion shall be sought wheneverthere is doubt about the extent of the disability.

Chair/Director’s Responsibilities1. Completing the “Final Exam Request Form” by the deadline date set by Scheduling

Services.

2. Completing the “Final Exam Location Request” by the deadline set by SchedulingServices.

3. Printing the required number of examination papers for each examination.

4. Providing for the security of examination papers printed in the department for theinstructor.

5. Providing examination location information to instructors when the information isreceived from Scheduling, one week prior to the commencement of the finalexamination period.

6. Distributing the copies of the examination to the instructor on the date set for theexamination.

7. The conduct of all final examinations for courses taught by the faculty of theirdepartment/school. The Chair/Director must identify an alternate instructor-in-chargefor final examinations where the course instructor is not available.

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VIII. Undergraduate Degree Regulations and Procedures, Examinations 41

8. Providing examination attendance records to the instructor-in-charge for examinationsnot under the direction of Scheduling Services.

9. Appointing invigilators for examinations under the direction of Scheduling Services(2 invigilators for a class of 20-25 students and 1 additional invigilator for eachadditional 50 students in a class, thus a class of 125 students should have 4invigilators).

Instructor's ResponsibilitiesInstructors who wish to hold examinations in other than sit-down, regular formats shoulddiscuss procedures with their Chair/Director.

The faculty member(s) responsible for the course and the setting of the examination, ora designate, shall be the instructor(s)-in-charge for final examinations in that course. Theyare responsible for the following.

1. Including the time of the final examination on the course outline distributed to studentsat the commencement of the semester. Note that under normal circumstances, onceestablished, the date, time and location of final examinations may not be changed(see Grading, Resolution 5), and that where a course is taught in multiple sectionsthe final examination date and time will be the same for all sections regardless oflocation (see Grading, Resolution 7).

2. If it becomes necessary to change an examination time or to add a final examination,contacting Scheduling Services, and once a time is set, obtaining the written approvalof all students.

3. Advising Scheduling Services, prior to the examination if an "open book" examinationis to be written; otherwise, it will be considered "closed book".

4. Arriving at the examination room thirty minutes prior to the commencement of theexamination and distributing examination papers, attendance cards, if used, and otherauthorized materials.

5. Taking attendance during the first hour of the examination period. (Attendance cardsare used in the Athletic Centre and class lists in other locations.)

6. Arranging the collection of completed examination papers and comparing the numberof examinations collected to the number of attendance cards or student signaturescollected. These records should be retained by the department for a period of onesemester.

7. With his/her invigilators , ensuring that students do not enter the examination roomafter the first 60 minutes or leave during the first 60 or last 15 minutes of theexamination period.

8. Including all instructions regarding the examination on the examination paper, i.e.,writing on every other line, writing on the right hand pages of the book. No verbalinstructions can be made at the examination hall with the exception of correctionsto printed instructions and material.

9. Where a student does not write the final examination, following the procedures outlinedunder Academic Consideration in this section of the calendar.

Student's Responsibilities1. Students are advised that the Final Examination schedules are available for Fall

Semester by mid-August, for Winter Semester by mid-December, and for SummerSemester by mid-April. Students are required to consult the final examination timetablein order to avoid conflicts in examination times when adding courses in subsequentAdd periods. Students may not remain registered in courses with conflicting finalexaminations unless written approval is obtained from the dean or director and theinstructors-in-charge of the courses. (Note that three examinations in 24 hours doesnot constitute an examination conflict. A conflict exists only where two examinationsare scheduled into the same timeslot.)

2. ACADEMIC CONSIDERATION IS NOT GIVEN TO STUDENTS WHO MISREADPUBLISHED TIMETABLES.

3. One week prior to the commencement of Final Examinations, the Final Examinationlocation information will be posted in the Library, Athletic Centre, Office ofRegistrarial Services and on WebAdvisor. Students may also check their personalexamination schedule on WebAdvisor by selecting “Class Schedule”, the currentTerm, and then “Exam Schedule Grid”.

4. Students in Distance Education courses who live more than 170 km from campuswill write their final examinations at a selected off-campus examination site close towhere they live. For further information, please contact Open Learning and EducationalSupport, 519-767-5000.

5. Students must be seated on entering the examination hall. Until at least 1 hour aftercommencement of the examination, no candidates shall be permitted to leave exceptunder supervision. If a candidate is not present within the first hour of thecommencement of the examination, the candidate shall not be permitted to write theexamination.

6. No person shall be allowed in the examination hall during the course of examinationexcept the candidates concerned and those supervising the examination.

7. No book, paper, or other aids shall be used during the examination except bypermission of the instructor-in-charge. Students shall dispose of their bags andknapsacks by placing them on the floor beneath their chairs, and any books notclassified as permissible aids shall be placed along the sides of the room.

8. Cell phones and pagers must be switched off and stored out of sight.

9. If provided, students must complete the examination attendance card at the beginningof the examination and place it beside their University of Guelph identification cardat the front of the table. The attendance card will be signed at the time of collection.

10. Candidates shall not communicate with one another by writing, by signs, by words,or in any manner whatsoever while examinations are proceeding.

11. Students who have completed the examination will be allowed to leave their seatsafter the first hour has elapsed and after their examination books have been collected.To minimize the disturbance to students who have not yet completed theirexaminations, no student shall leave the examination hall during the last 15 minutesof the examination. At the conclusion of the examination period, students must remainseated until all papers have been collected and they are dismissed by theinstructor-in-charge or, in the Athletic Centre, the Chief Invigilator.

12. When more than one book is handed in, students shall number each book and indicateon the cover of the first book the total number of books used.

13. No writing within the answer book or completion of computer answer sheets ispermitted after the instruction to stop writing has been given. The instructor-in-chargemay refuse to accept the paper of any candidate who fails to observe this time limit.

Registrar's ResponsibilitiesThe Final Examination Timetable, prepared by Scheduling Services is based on studentcourse selections on file at the end of October (for Winter), March (for Summer), andJuly (for Fall). (Please note that for courses in which no students have registered by thetime the data is downloaded, examinations cannot be centrally scheduled.) In the unusualcircumstance that scheduling of final examinations by the Office of Registrarial Servicesresults in an examination conflict for a student, the Examinations Coordinator inScheduling, ORS, will contact the student, the course instructors on record, the relevantdepartmental examination coordinators and Program Counselor by electronic mail.Instructors will be asked to schedule an alternate examination time within the examinationperiod for the student. Program Counselors and Scheduling will provide support to theinstructors in determining an appropriate time for the re-scheduled examination. Resolutionof the conflict will take place before the end of the Add period for the semester.

Final Examination Timetables are made available for Fall Semester by mid-August, forWinter Semester by mid-December, and for Summer Semester by mid-April. OnceExamination Timetables are published, students must ensure that they do not createexamination conflicts for themselves when adding courses in subsequent Add periods.For further information, see Student’s Responsibilities above. Other responsibilities ofthe Examinations Coordinator include:

1. Distributing the “Final Exam Request Form” from Scheduling, to Chairs/Directorsor designate approximately six weeks prior to the semester to which it applies andspecifying a due date.

2. Approximately 6 weeks prior to the start of final examinations, distributing toChair/Director or designate a request for final examination room requirementinformation.

3. For Examinations held in the Athletic Centre shall be under the direction of the Officeof Registrarial Services. The Examinations Coordinator or designate will act as ChiefInvigilator for all Examinations held in the Athletic Centre and is responsible for theconduct of all such examinations.

4. In the event of a dispute over procedures during Final Examinations in the AthleticCentre, the Chief Invigilator shall have final authority.

5. The Chief Invigilator in the Athletic Centre is responsible for:

• providing each instructor-in-charge with attendance cards

• starting and ending examinations

• assisting the instructor-in-charge to ensure that no student enters the examinationroom after the first 60 minutes or leaves during the first 60 minutes or the last 15minutes of the examination period

• preparing, distributing to Chairs/Directors and making available toinstructors-in-charge in the Athletic Centre, a set of guidelines for theinstructor-in-charge and invigilators which will assist them in carrying out theirduties in the examination rooms

Policy on Student Access to Final Examination MaterialsFinal examination papers and final assignments are to be retained by faculty members fora period of one semester.

Printed or written materials directly related to examinations conducted in the finalexamination time period published in the Undergraduate Calendar, or related to finalassignments shall be made available to a student, upon submission of a written request tothe department chair. The request shall be submitted by the fifth class day of the nextsemester.

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42 VIII. Undergraduate Degree Regulations and Procedures, Examinations

Printed or written materials to be made available include the examination question paper,the marking scheme keyed to desired responses to questions, where appropriate; thestudent's response to the examination questions; and records taken by examiners duringoral or any other examination. Faculty members are encouraged to discuss openly withthe student any questions raised. The department chair will make the necessaryarrangements for student access to the material. When a large number of requests arereceived in connection with a specific course or when a faculty member is on leave it maybe necessary for the department chair to delay access and make special arrangements,e.g., the posting of the marking scheme on a bulletin board, the scheduling of a specialmeeting at which the faculty member will review the examination, etc.

Exchange ProgramsExchange programs between the University of Guelph and other institutions are definedby the terms of formal exchange agreements. A copy of each agreement must be approvedby the Associate Vice-President (Academic) and registered with the Associate Registrar,Enrolment Services.

Students participating in exchange programs pay full-time tuition fees at their homeuniversity, but select their courses at the university they will be visiting. The grades arerecorded there and forwarded to the home institution at the end of the semester or academicyear. Each institution participating in an exchange program designates a co-ordinator whowill be responsible for arranging the details of the exchange. Students are advised not toleave on exchange without the written approval of the receiving university.

Students must pay their full-time fees and select their courses prior to leaving on exchange."Exchange Program Course Selection Request" forms are available at the Centre forInternational Programs (C.I.P.) Office or from Enrolment Services, Office of RegistrarialServices. Details on specific exchange programs can be found in Section V--InternationalStudy.

Courses taken on exchange will appear on the transcript as non-specific University ofGuelph courses and will be graded using the Outstanding/Pass/Fail format. Grades willbe determined by the Study Abroad Manager using an official transcript submitted by thehost institution.

Informal exchange programs where a formal agreement does not exist must be conductedby means of a letter of permission and tuition fees will be paid to the receiving institution(refer to Section VI--Schedule of Fees).

Failed CoursesIn general, a student who is eligible for continuation of study in the program but has failedto gain standing in one or more of the courses attempted will be required to repeat thecourse(s) or take an alternative credit. Note: that a failed course attempt remains on thestudent record even if the course has been repeated successfully. However, the Universityrecognizes that there may be cases where it is unreasonable for the student to repeat thecourse to make up for the lost credit.

Therefore, the Academic Review Sub-Committee may, if appropriate and feasible, andonly under special circumstances, allow a student the opportunity to gain credit for a failedcourse by granting a supplemental privilege.

The Academic Review Sub-Committees will consider granting a supplemental privilegein the following special circumstances:

1. the course is failed in the graduating semester (if a supplemental privilege is grantedand successfully completed, convocation will most likely be deferred until thefollowing semester);

2. the failed course is not available to the student within the following three semesters,or within a time period that includes the graduating semester;

3. the course is of such a nature that there is no permissible substitute or alternativeavailable to the student within the following three semesters, or within a time periodthat includes the graduating semester; or

4. the course is a required two-semester course that cannot be taken and completedwithin the following three semesters, or within a time period that includes thegraduating semester.

The original failing grade will remain on the student's academic record. A notation of "P"or "F" will be shown beside the original failing grade to show that a supplemental privilegewas granted and whether the outcome resulted in credit (P) or not (F).

Multiple Failure LimitationsStudents should note that some programs limit the number of times a student may repeatfailed courses. A student may not be permitted to continue in his/her major and/or programshould they fail the same course, or its equivalent, multiple times. Multiple failurelimitations are noted in Program Requirements by Degree Program in Chapter X--DegreePrograms.

GradesGrading SystemTwo-semester courses constitute two course attempts and will appear as such on thestudent academic record. These courses are indivisible and the same grade will apply foreach attempt. A refined grading system was approved by Senate on May 21, 1991 effectiveSpring 1992 as follows:

Grading System

PercentageLetter Grade

90-100A+

85-89A

80-84A-

77-79B+

73-76B

70-72B-

67-69C+

63-66C

60-62C-

57-59D+

53-56D

50-52D-

0-49F

Courses taken on exchange are graded using the Outstanding /Pass /Fail alternate gradingsystem (refer to Exchanges, Section V--Special Study Opportunities; Exchanges). Inaddition, selected University of Guelph courses, approved by the Board of UndergraduateStudies, will use this alternate grading system.

Alternate Grading SystemAlternate Grading System

DefinitionGrade

Outstanding (Pass)OP

PassP

FailF

Other Grade NotationsOther Grade Notations

DefinitionGrade

AuditAUD

CreditCRD

Deferred PrivilegeDEF

IncompleteINC

In ProgressINP

Mark Not ReceivedMNR

Withdrawn with FailureWF

Supplemental Privilege Failed(XX denotes the original failing grade)

XXF

Supplemental Privilege Passed(XX denotes the original failing grade)

XXP

Grading ProceduresFeedback to students on work completed or in progress is an integral part of teaching andlearning in that it allows students to measure their understanding of material and theirprogress on learning objectives. Feedback often goes beyond grading-an indication of thestandard achieved-to include comments on the particular strengths and weaknesses of astudent's performance. While the nature and frequency of such feedback will vary withthe course, the University of Guelph is committed to providing students with appropriateand timely feedback on their work. Instructors must provide meaningful and constructivefeedback prior to the 40th class day. This may include but is not exclusive to returningpapers, assignments, in-class or laboratory quizzes, laboratory reports, or mid-termexaminations prior to the 40th class day. In research and independent study courses,instructors must provide students with a realistic idea of their performance by discussingprogress directly with the student and, if necessary, identify specific areas for improvement.This may include the assessment of a research plan, literature review, annotatedbibliography, oral presentation or other assessment tools.

Resolution 1That the assignment of grades at the University of Guelph be based on clearly definedstandards, which are to be published in the Undergraduate Calendar for the benefit offaculty and students and that the definitions for each of the numerical grade range (lettergrades) be as follows:

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VIII. Undergraduate Degree Regulations and Procedures, Exchange Programs 43

80 - 100 (A) Excellent. An outstanding performance in which the student demonstratesa superior grasp of the subject matter, and an ability to go beyond the given materialin a critical and constructive manner. The student demonstrates a high degree ofcreative and/or logical thinking, a superior ability to organize, to analyze, and tointegrate ideas, and a thorough familiarity with the appropriate literature andtechniques.

70 - 79 (B) Good. A more than adequate performance in which the studentdemonstrates a thorough grasp of the subject matter, and an ability to organize andexamine the material in a critical and constructive manner. The student demonstratesa good understanding of the relevant issues and a familiarity with the appropriateliterature and techniques.

60 - 69 (C) Acceptable. An adequate performance in which the student demonstratesa generally adequate grasp of the subject matter and a moderate ability to examinethe material in a critical and constructive manner. The student displays an adequateunderstanding of the relevant issues, and a general familiarity with the appropriateliterature and techniques.

50 - 59 (D) Minimally Acceptable. A barely adequate performance in which thestudent demonstrates a familiarity with the subject matter, but whose attempts toexamine the material in a critical and constructive manner are only partially successful.The student displays some understanding of the relevant issues, and some familiaritywith the appropriate literature and techniques.

0 - 49 (F) Fail. An inadequate performance.

Resolution 2That instructors must use evaluation criteria which measure quality of performance andnot merely activity. Unannounced evaluations or surprise assessments may not be usedfor course assessment purposes or to determine course grades.

Resolution 3That instructors are not to use predetermined, arbitrary distributions in the assignment ofgrades in individual courses.

Resolution 4Part AThat, by the start of the course selection period for the semester in which the course willbe offered, instructors will provide a course description for posting to the department website. This course description shall include a brief summary of the course topics andrequirements, the general format of the course, and the methods of evaluation.

Part BThat, by the first class meeting of the course (by the end of the first week of classes fordistance education courses), the instructor must provide students with a written courseoutline. The course outline may be distributed either a) in class or b) electronically viathe official course website on CourseLink and must include a detailed description ofcourse requirements, the methods of evaluation, and the timing of the evaluations.

Resolution 5That the methods and/or timing of evaluation as indicated on the course outline shouldnot be changed after the first class meeting except under strictly adhered to conditions.Notice of proposed change and of the class at which consent is to be sought, must be givenat a previously scheduled class. Where the change is supported by the instructor and isconsistent with University policies and procedures such change may be enacted with theunanimous consent of students. If unanimous consent of the students has not been obtained,the change may be enacted only with the approval of the chair of the department and onlyif alternative and equitable accommodation is available to students opposed to the change.

Resolution 6That all term tests, assignments, laboratory reports, etc., should be returned to, or discussedwith students, without undue delay and in any case before the last day of the examinationperiod. If the material is necessary for the preparation of the final examination, it mustbe returned or discussed as soon as possible and in any case no later than three days beforethe examination.

Resolution 7It is recognized that multiple sections of the same course may differ in terms of texts andother academic resource materials, teaching methods and formats, and evaluationprocedures used. However, the department is responsible for ensuring that the differentsections are achieving common learning objectives with a common set of academicstandards and expectations. The department chair is responsible for ensuring the consistencyof final grade distribution across sections over time. Where a course has more than onesection writing a final examination, the examination date and time will be the same forall sections.

Department also refers to schools and to colleges (where multiple section courses areoffered by, or coordinated by the Office of a College Dean).

Resolution 8That each department must keep under continual review its grading procedures and mattersthat relate to academic standards to make sure the University's policies are being applied.

Resolution 9That normally all courses at the 1000 and 2000 levels shall have final examinations andthat exceptions require the approval of the Chair of the Department.

The Board of Undergraduate Studies has by formal resolution undertaken to do as follows:

• to specify clearly the administrative responsibility of chairs with respect to the methodsof evaluation, the setting of examinations and the determining of grades in coursesin their departments.

• to review the effects of the pass by course system on the academic standards of theUniversity.

• to request each program to review its overall academic standards and, in particular,its requirements for graduation.

• to examine whether the prerequisites at the secondary school level required foradmission to the University of Guelph are adequate.

• from time to time, to review and monitor the academic standards across the Universityto ensure that there is consistency and that the regulations of the University are beingadhered to.

Resolution 10Senate resolved on June 21, 1977 that in determining grades for written assignments theinstructor should take into consideration the student's ability to use correctly and effectivelythe language appropriate to the assignment.

Resolution 11Senate resolved on March 21, 1978 that the chair should review, prior to thecommencement of classes, the manner in which a faculty member intends to conduct acourse and to determine final grades. If the chair disagrees with the faculty member'sintention or subsequently with the implementation of the stated intentions, the chair willdiscuss his/her concerns with the faculty member. If agreement cannot be reached, thematter will be referred to an appropriate department committee which will advise the chairin reaching his/her decision. The advice may include a recommendation on examinationprocedures.

Submission of Final Grades

General InformationEnrolment Services, Office of Registrarial Services, distributes the "Grades Due Report"forms to the departments one week prior to the examinations period for the semester. The"Grades Due Report" specifies the deadline date for submission of grades to EnrolmentServices, Office of Registrarial Services.

Instructor's ResponsibilitiesThe instructor (department) is to retain all final examination papers and term assessmentsnot returned to students for a period of one semester. The "Grades Due Report" formdistributed by Enrolment Services, Office of Registrarial Services, will carry the due datefor grades for each course section. The due dates are established in accordance with theregulations of the Senate.

Grades must be submitted to Enrolment Services by the deadline stated on the "GradesDue Report". The early submission of grades will assist in their processing. Grades thatare not received prior to the release of student grades are reported as "MNR" (mark notreceived).

Class lists are updated regularly on the Class List Web-site for departmental download.Lists downloaded from the Class List Web-site list all officially registered students in aclass. The department must explain any changes to the list, e.g., in the case of:

1. A student whose name is not on the list, but who has been attending class.

2. A student whose name appears on the list, but for whom the instructor has no record.

Instructors must not grant an extension of time to any student beyond the final datefor submission of grades for that course. Instructors must report students who donot satisfy course requirements by assigning a grade of "INC" and noting incompletework on an Incomplete Coursework Form.

Incomplete Coursework FormInstructors should only submit grades for students who have completed their final workfor a course. If a student does not complete a final examination or final assignment,the instructor must enter "INC" (incomplete) on the "Grade Report" form andcomplete an Incomplete Coursework Form for the student. The Incomplete CourseworkForm is available from the chair of the department. Departments must submit theIncomplete Coursework Form(s) along with the "Grade Report" form to EnrolmentServices, Office of Registrarial Services. The Academic Review Sub-Committee willcontact the faculty and/or department chairs at the time of meetings if this procedure isnot followed. The Incomplete Coursework Form assists the members of the AcademicReview Sub-Committee in making their decision. The instructor must complete all sectionsof the form for each student reported.

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44 VIII. Undergraduate Degree Regulations and Procedures, Grades

Student's ResponsibilitiesStudents must have all final assignments completed and submitted to instructors by thedeadline dates indicated in the course outline. Instructors cannot grant extensions beyondthe deadline for submission of grades. Students who are unable to satisfy the submissiondeadlines established by the instructor and who wish special consideration for medical,psychological or compassionate reasons should request academic consideration (refer toAcademic Consideration and Appeals).

Department Chair's ResponsibilitiesThe chair of the department signs student grades in the designated area on the "GradeReport" form. The department chair's signature indicates that he/she believes that thegrades for that course adhere to the academic regulations of Senate.

If the chair has reason to believe that the academic regulations of Senate have not beenadhered to, he/she will consult with the faculty member and, if necessary, the collegedean. If the chair, after such consultation, still believes that the academic regulations ofSenate have not been adhered to, he/she must submit the grades without approval throughthe college dean to the Provost and Vice-President (Academic). The grades must beaccompanied by a complete report. The Provost and Vice-President (Academic) will actto ensure that the academic regulations of Senate are adhered to.

The department chair should be available for consultation during the meetings of theAcademic Review Sub-Committees.

The Board of Undergraduate Studies strongly encourages each chair, at his/her discretion,to conduct a periodic review of the methods of assessment, class averages, distributionof grades and failure rates in courses offered by that department to ensure that grade abusedoes not occur (refer to Final Grades).

Program Counsellor's ResponsibilitiesThe program counsellor reviews the list of "INC" (incomplete) courses, matching medicaldocumentation, requests for academic consideration, and counselling files (refer to DeferredPrivileges). The program counsellor in conjunction with the Academic ReviewSub-Committee assigns deferred privileges where appropriate and forwards decisions toEnrolment Services, Office of Registrarial Services.

Registrar's ResponsibilitiesEnrolment Services records the examination results; notifies students of their grades viaWebAdvisor; notifies program counsellors of incomplete grades; and records deferredprivilege decisions (refer to Deferred Privileges).

Release of Final GradesUniversity grades are official on the day that they are issued to students. It is theresponsibility of the Office of Registrarial Services to release the grades to the studentand to record the grades on the student's official University transcript.

All grades are available through WebAdvisor. Students who require an official copy oftheir grade report can request an official transcript upon payment of the transcript fee.

Grades for students who have been advised by Student Financial Services, Office ofRegistrarial Services, that they are on academic sanction will not be released by EnrolmentServices until notification/authorization is received indicating that the account has beencleared to the satisfaction of Student Financial Services. To receive grades, students mustclear their sanction by the last day of classes.

Students who are required to withdraw will be notified at their mailing address.

Summer Session grades are released approximately two weeks after the conclusion ofexaminations. The grades and the continuation of study status are considered to beunofficial until the end of the Summer Semester.

Grade ReassessmentGrade re-assessment is the process of reviewing the calculation of grades, or the methodsand criteria used to establish final grades for a student in a course or misapplication of anacademic regulation. The outcome of a grade re-assessment may be a grade increase, agrade decrease, or no change to the grade. The detection of errors or omissions in thecalculation of final grades will result in the assignment of a revised grade. Studentsnormally initiate grade re-assessments, but instructors may initiate this process. However,instructors must NOT use the grade re-assessment process to:

• grant extensions for submission of work beyond course grade submission deadline(see Academic Consideration, Appeals and Petitions)

• change the student's continuation of study status

• improve the student's program or specialization average

• submit late grades (see Final Grades)

Calculation Errors or OmissionsStudents who believe there have been errors or omissions in the calculation of their finalgrade for a course may request a grade reassessment. They must submit a request in writingto the chair of the department offering the course no later than the 10th class day of thesubsequent semester. The request must pertain to work completed during the semester.Students must also submit relevant assignments or tests that have been returned to them.

The chair shall forward the student's request to the instructor and the instructor shallrespond to the chair within five class days. The instructor has the responsibility of ensuringthat the calculation and totalling of marks is accurate. The instructor must reply to thechair, in writing, giving assurance that the review is complete.

Where there is a change in the grade, the chair signs the "Grade Reassessment" form andforwards it to Enrolment Services, Office of Registrarial Services. The Office ofRegistrarial Services will advise the student in writing of the change of grade. If there isno change to the grade, it is the chair's responsibility to inform the student in writing.

Methods or Criteria Used in Establishing Final GradesThe course outline distributed to the class at the beginning of the semester defines themethods and criteria used in establishing final grades for a course. The methods andcriteria must conform to the grading procedures established by Senate and be continuallyreviewed by the department (see Final Grades).

Students who believe that the methods or criteria used by an instructor in determining afinal grade have been unfair, unreasonable or inconsistent with the course outline, shouldrequest the chair of the department offering the course to review the methods or criteriaused. They should submit the request in writing by the 10th class day of the subsequentsemester and should state the reasons for the request.

The chair shall make an effort to resolve the matter to the satisfaction of both parties assoon as possible. Both the instructor and the chair are free to discuss the student's workwith the student or another instructor in the department, but are not obliged to do so.

If both parties are able to come to an agreement, the chair shall prepare a statement of theagreement to be signed by both parties. If the agreement results in a change to the gradeof the student, the chair shall inform Enrolment Services, Office of Registrarial Services.

If at any time the chair decides that he/she cannot resolve the matter informally, he/shewill terminate all efforts at reconciliation and notify both the student and the instructorof this decision. The chair will advise the student to make an appeal to the SenateCommittee on Student Petitions. The student must appeal to the committee within 10working days of being advised of the termination of the chair's efforts.

Misapplication of an Academic Regulation or ProcedureAcademic regulations and procedures pertaining to grades can be found in the subsectionof the "Grades" section entitled "Grading Procedures". Students who believe that themisapplication of an academic regulation or procedure has affected their final grade in acourse should discuss their concern with the instructor. If the concern is not resolved totheir satisfaction they may submit a complaint in writing to the chair of the departmentoffering the course.

If the chair has reason to believe that the instructor has not adhered to the gradingprocedures established by Senate (see Final Grades) or other academic regulations ofSenate, the chair should consult with the faculty member and, if necessary, the collegedean. Ultimately, the Provost and Vice President (Academic) may have to take thenecessary action to ensure compliance with the academic regulations of Senate.

Graduate CoursesGraduate courses taken by undergraduate students will not normally be credited to agraduate program at the University of Guelph.

If the graduate course is used for credit toward any undergraduate program requirement,it cannot be considered subsequently for credit toward a graduate degree at the University.

Undergraduate courses taken while registered in the Faculty of Graduate Studies cannotbe used toward a baccalaureate degree program.

GraduationA. Baccalaureate ProgramsA student normally must be registered as a degree student in the program for the degreebeing awarded. However, a student registered in an honours program may apply to graduatefrom a general program in the same degree or a different degree, provided that all of theconditions for graduation for that degree have been satisfied using the calendar that is ineffect at the time of application. A student with a non-degree program type is not consideredfor graduation; however, the student should check with his/her program counsellor forinformation.

Up to 50% of the requirements for a degree-credit certificate can be applied towards adegree program specialization in order to hold both a degree with a specialization and aspecialized certificate.

1. Program and Calendar RequirementsThe conditions for graduation are regulated by the degree programs. Program specificconditions for graduation are outlined in Section X--Undergraduate Degree Programs.Students must satisfy the schedule of studies requirements for the calendar(http://www.uoguelph.ca/undergrad_calendar/) in effect at the time of their last admissionto the program or at the time of any subsequent change in majors or areas of concentration.Where students select minors or areas of emphasis, the calendar used to determine theschedule of studies is the same as the calendar used for the major. Changes in minors orareas of emphasis do not necessarily affect the calendar used to determine the scheduleof studies. Students may declare a schedule of studies from an alternate calendar if programapproval is obtained.

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VIII. Undergraduate Degree Regulations and Procedures, Grade Reassessment 45

Students who are on suspension for academic misconduct will not be permitted to graduateduring the period of the suspension.

2. Academic Residence Requirementsi. At least 5.00 of the credits required for graduation by the student's program must be

taken at the University of Guelph.

ii. At least 60% of the 3000 and 4000 level courses required for graduation must betaken at the University of Guelph.

University of Guelph courses include courses taken on exchange and on study abroadprograms, and Open Learning program courses (degree credit weight). Letter of permissioncourses are not included.

3. Honours EquivalentStudents from the University of Guelph or another university may upgrade a degree fromthe general program to the honours program to obtain an Honours Equivalent recognition.Students may also upgrade a degree from the honours program by the completion of anadditional specialization to qualify for the Honours Equivalent recognition. These studentsmust be readmitted to an honours equivalent program. All previous University of Guelphcredits are eligible for consideration toward the equivalent degree from the honoursprogram.

To be granted an Honours Equivalent, students must satisfy the University of Guelphresidence requirements. In addition, students must satisfy the conditions for graduationfor the specified honours program using the calendar that is in effect at the time ofadmission into the honours equivalent program. Normally, all degree program regulationswill apply to the Honours Equivalent specialization.

The students who are granted the Honours Equivalent designation do not participate in aconvocation program, but have the designation shown on their transcript and may receivea new degree parchment upon application, subject to surrender of the original degreeparchment and payment of the appropriate fee. Note, parchment replacement applies toGuelph graduates only.

4. Second DegreesStudents from the University of Guelph or from another university may graduate with asecond undergraduate degree from the University of Guelph, under the followingconditions:

a. Students who have graduated with their first degree must apply to the University ofGuelph for admission to the second degree program. A maximum of 10.00 creditsmay be transferred from the initial degree program.

b. In-course University of Guelph students may apply to graduate with two degrees atthe same convocation. A maximum of 10.00 credits may be transferred from thedeclared program to the undeclared program.

In a) and b), the course content of the second degree program must be substantially differentfrom that of the first. A second degree is judged to be substantially different if:

• The specializations are in different subject areas as listed in Section XII--CourseDescriptions; or

• The schedule of studies requirements are substantially different (no more than 25%overlap). This rule is also applicable to different subject areas within the same degreeprogram, allowing, for example, a second B.A. or B.Sc. degree to be awarded as longas the criteria are met.

B. Certificate and Diploma ProgramsTo be granted a Certificate or Diploma, the conditions outlined in Section XI--Certificatesand Diplomas must be satisfied using the calendar that is in effect at the time of admissionto the General Studies program or the Non-Degree category, or at the time of declarationof the Certificate or Diploma. Students who are granted a Certificate or Diploma do notconvocate, but have the designation shown on their transcript.

C. Procedures

Student's ResponsibilitiesA student must submit a formal application in order to be considered as a candidate fora degree or diploma at a specific convocation. There are three convocation periodsthroughout the year-- early October, mid-February, and early June. An application forgraduation must be submitted by the student no later than the deadline for the specificconvocation period as specified in Section III--Schedule of Dates.. Late applications willbe accepted with the submission of a late fee (refer to Section VI--Schedule of Fees).

Following submission of the application to graduate, the student will receive confirmationof the application, along with information on subsequent procedures. An additional latefee will be assessed in those cases where changes are requested by the student after thedeadline date as this will affect the printing of the degree/diploma parchment.

Although the Office of Registrarial Services will attempt to send an e-mail to everypotential graduate inviting them to apply to graduate via WebAdvisor for Students (MyApplication for Graduation), it is the student's responsibility to ensure that they submittheir application for graduation by the published deadline dates in Section III - Scheduleof Dates. Specific applications details are as follows:

Application for a Certificate or DiplomaA student who is registered in the General Studies program or the non-degree programand who expects to complete the requirements as set down in Section XI of the calendarfor one of the certificate or diploma programs, should contact the Open Learning andEducational Support.

Application for Graduation from Degree ProgramsAn e-mail inviting students to apply to graduate via Web-Advisor for students (MyApplication for Graduation) will be sent to each student registered in a general degreeprogram when his/her completed plus in progress credits equal 15.00 credits or more; andto students registered in an honours degree program when their completed plus in progresscredits equal 20.00 credits or more. All other students with an active academic programwho wish to apply to graduate may access 'My Application for Graduation' on WebAdvisorfor Students.

Students who are not currently active students must submit a hard-copy Application forGraduation form, accompanied by the appropriate fee. This application form andinstructions for the completion of the application are available at http://www.uoguelph.ca/regweb/publications/index.shtml.

It is the responsibility of the student to submit the completed form prior to the publisheddeadline date.

Application for Honours EquivalentA student who is registered in an honours equivalent program who expects to completethe requirements as set down in the calendar for one of the honours programs, shouldsubmit an "Application for Completion of Honours Equivalent" form available from theConvocation Coordinator, Enrolment Services, Office of Registrarial Services. The samedeadlines for applications to graduate apply to the applications for honours equivalent.

Chair's ResponsibilitiesThe department chair receives both the Academic Evaluations for all students who haveapplied for a degree with a specialization administered by that department and a listingof those students. The department chair (or designate) must review these records todetermine if each student has satisfied:

1. general University requirements,

2. overall program requirements and

3. specialization requirements.

Each check is to be reported on the form supplied, and the form is to be forwarded to theprogram counsellor by the date specified on the accompanying memorandum. If anapplicant satisfies the requirements for the degree, or diploma sought, Registrarial Serviceswill report the name of the student to the Assistant Vice-President (IRP) & Registrar. Ifan applicant fails to satisfy any requirement(s), Registrarial Services will inform thestudent of that decision.

Registrar's ResponsibilitiesEnrolment Services, Office of Registrarial Services initiates an "Application forGraduation" process for the appropriate group of regular and special students.

Enrolment Services processes those applications received prior to the deadline and forwardsa confirmation of both the receipt of the application and the information supplied by thestudent and advises students of the date and time of the convocation ceremonies.

Enrolment Services forwards Academic Evaluation and check sheets to department chairsto obtain decisions on eligibility of the applicants. Enrolment Services informs studentsnot approved by the departments of the rejection and the reasons for it.

The Convocation Coordinator will present a list of all recommended graduands to theAssistant Vice-President (IRP) & Registrar for approval.

D. Standing on GraduationStanding on graduation is noted on the transcript for graduates as follows:

Degree with Distinction - Cumulative average of 80% or higher.

Degree with Honours - Cumulative average of 70-79%.

Degree with Standing - Cumulative average of less than 70%.

Standing is only based on the internal University of Guelph academic record. For theDVM Program standing on graduation is based on the average of the marks received forthose courses completed after admission to the program. Graduation standing is noted onthe student's official transcript after graduation has taken place. The standing is not printedon the student's parchment.

E. Notation on TranscriptOfficial transcripts from the University of Guelph will not show that a degree has beenconferred until after the convocation.

Letters of Confirmation of EnrolmentA student who requires a letter confirming attendance at the University in a given semestershould make this request to Enrolment Services, Office of Registrarial Services.

Letters of Confirmation of GraduationA students who requires a letter confirming graduation from the University should makethis request to the Convocation Clerk, Enrolment Services, Office of Registrarial Services.

2015-2016 Undergraduate Calendar Last Revision: May 22, 2015

46 VIII. Undergraduate Degree Regulations and Procedures, Letters of Confirmation of Enrolment

Letters of PermissionA student at the University of Guelph who wishes to enrol in a course for credit at anotherinstitution and have that course considered as a credit toward a University of Guelphdegree must complete a "Request for Letter of Permission" form and obtain the appropriateapprovals as indicated on the request form, prior to applying for admission to the otherinstitution. The form is available in program counselling offices, at Enrolment Servicesand online at https://www.uoguelph.ca/registrar/downloads

Credit for successful completion of such courses will be granted at the University ofGuelph if an appropriately-completed and signed Request for Letter of Permission formhas been presented to the Office of Registrarial Services, Enrolment Services prior to thestudent's enrolment at the other institution. A student taking a course on a Letter ofPermission is responsible for ensuring that the other institution forwards the officialtranscripts directly to Enrolment Services, Office of Registrarial Services. If the transcriptfor the course taken on a Letter of Permission is not received by the 20th class day of thesemester following completion of the course, a grade of "F" will be entered on the student'sinternal academic record.

Students are required to complete the courses specified on the Request for Letter ofPermission form during the semester(s) specified on the form. If the student registers inadditional semesters or courses that are not approved by the University of Guelph, thestudent may need to apply for readmission. The student should speak with their programcounsellor should they find themselves in this situation.

Withdrawals or non-registration in courses taken on a Letter of Permission must be verifiedby official documentation from the other institution. Any changes in the courses takenmust have the appropriate program counsellor approval from the University of Guelph.

All courses for which Letters of Permission have been granted will be included in all thestudent’s internal academic records. The specific courses will not be listed on the officialtranscript of the University of Guelph but the name of the host institution and the totalnumber of credits taken will be listed. Note that courses taken on Letter of Permission forwhich a grade of F has been either assigned or achieved will be listed as 0.00 credit.Courses taken on a Letter of Permission will not count in the student’s semester averageor the student’s cumulative average.

Students do not normally qualify for a letter of permission in the final semester oftheir degree program.Caution: when selecting courses to take on Letter of Permission you should be aware thatyou may not be able to get into the courses selected. For instance, courses may be full,may have been removed from the schedule, or may conflict with other courses. For thisreason, you are encouraged to select more courses than needed but indicate clearly onthe Request for Letter of Permission form the number of courses that will be taken. If youneed to take a course not listed on the form, you should make every effort to contact yourprogram counsellor in advance of registering in another course in order to obtain approvalfor the equivalent credit. Departments reserve the right to deny credit equivalency to acourse taken without prior approval.

Priority Access CoursesIn cases where enrolment demand habitually exceeds course capacity and there isdemonstrated need to restrict access to a particular cohort of students on a priority basis,departments may request the implementation of course restriction rules to ensure priorityaccess to the appropriate student group(s) during the course selection process. The systemwill provide a message at the time of course selection for students who do not meet theenrolment criteria. In special cases the department may override the restriction byauthorizing entry to the course with a signature on a "Course Waiver Request" form usingthe "Course Restriction Waiver" box.

Departmental requests for course restriction rules must be directed to the Co-ordinator ofUndergraduate Curriculum who will determine if the request is acceptable and will thenwork with the department or school to develop the appropriate enrolment criteria andconfirm that the restriction can be monitored. In general, course restrictions should beclearly defined in the calendar course listings so that students are advised in advance ofthe intended audience for the course.

New restrictions or changes to existing restrictions must be approved prior to the courseselection period in which they are to be implemented.

Prior Learning AssessmentPrior Learning Assessment (P.L.A.) is a mechanism whereby students who have acquiredsubstantial experience in a non-traditional environment have an opportunity to challengewhether such learning is equivalent to a course(s) offered at the University. Note: P.L.A.will only be available to a student if sufficient evidence is provided that the course materialwas acquired outside a degree program at a University. A request to challenge a coursethat has already been attempted at university will not normally be granted.

P.L.A. is not open to students who simply wish to challenge a course. Students will berequired to sign a contract stating that the learning occurred other than in a universitycourse. Not all courses are appropriate for challenge. Each department has the responsibilityof determining which of its courses may be subject to a P.L.A. challenge. The challengeprocess could include one or more assessment methods, including standardized tests,written and/or oral examinations, performance evaluations, interviews, and portfolioassessment. All these assessments require that the individual demonstrate, to a qualifiedfaculty member(s), that pre-determined knowledge and skills have been acquired.

The maximum number of credits a student can challenge is 5.00 for degree programs, or30% of the certificate requirement for open learners. Credits acquired through P.L.A. willbe assigned credit status (CRD) and will be on the official transcript.

Students wishing to challenge a course(s) should contact Enrolment Services to obtain anapplication form. A request must include a clear statement as to the course(s) the studentwishes to challenge, an explanation of how the knowledge necessary for the course wasgained, and any relevant supporting documentation to validate the claim. Requests willbe forwarded to the appropriate department(s) for evaluation. Upon receipt of the responsefrom all the departments concerned, Enrolment Services will inform the student which,if any, courses have been approved for challenge.

If a challenge has been granted, the department will determine the nature of the assessmentand the deadline by which time the work must be complete. It is the student's responsibilityto contact the department with respect to the details of the assessment within three weeksof being informed by Enrolment Services of being granted the privilege. Upon completionof the assigned task(s), the department will inform the Office of Registrarial Services asto the student's success or failure of the challenge.

Those students (a) whose application for a challenge is reviewed by the faculty membersof the department concerned, and who are subsequently denied the opportunity to challenge,or (b) who fail a challenge examination, may appeal the decision first to the chair of thedepartment, and subsequently, if necessary, to the dean of the college.

Chapter VI Schedule of Fees - outlines the applicable fees for Prior Learning Assessment.

ReadmissionPreviously registered students must apply to Admission Services for readmission underany of the following conditions:

1. If they were required to withdraw from their program for a period of two or moresemesters.

2. If they were suspended from the University for academic misconduct.

3. If they have graduated from this University and wish to register in order to takeadditional courses.

4. If they registered in a program at another post-secondary institution and wish to returnto the University of Guelph.

5. If they have not registered at the University of Guelph for six or more consecutivesemesters.

6. If they are attending the University of Guelph on a letter of permission and wish tocontinue past the term of the letter of permission agreement.

Readmission to a program at the University of Guelph is not automatic. Students who arerequired to withdraw must apply for readmission to the University after completing theminimum two semesters of rustication. Students should consult Section IV - AdmissionInformation regarding appropriate admission requirements and deadline dates.Applications for readmission should include a statement which outlines the basis forreadmission. Criteria used for readmission may differ by academic program. Studentsconsidering readmission should consult with the appropriate program counsellor regardingprocedures and criteria for readmission to that program.

Students requiring readmission must apply to Admission Services, Office of RegistrarialServices, University Centre, Level 3. Applications for readmission must be submitted bythe deadline date established for each semester (see Section III--Schedule of Dates). Anapplication fee is payable at the time the application is submitted (see Section VI--Scheduleof Fees).

On December 19, 1995, the University Senate approved the following policy for thegranting of credit while on rustication:

1. Students who have been required to withdraw, and who take university credit coursesduring their rustication period, will be eligible for up to 1.00 credit provided theymeet the criteria for readmission and the criteria for the transfer of credit. Studentsregistered for courses through the Open Learning Program, are not permitted to attendcourses on campus.

2. Students who take university courses after the two-semester rustication period maytransfer all these credits provided the student meets the criteria for readmission andthe criteria for the transfer of credit.

3. Students who have been suspended for academic misconduct will not receive anycredit for courses taken during the suspension period.

Note: This policy applies to any university credit course taken during the rusticationperiod.

Last Revision: May 22, 2015 2015-2016 Undergraduate Calendar

VIII. Undergraduate Degree Regulations and Procedures, Letters of Permission 47

RegistrationA student is considered as registered for a particular semester only when courses to beattempted for that semester have been reported to the Registrar no later than the end ofthe add period and financial arrangements, satisfactory to Student Financial Services,have been made for the associated tuition and other fees. Coincident with the registrationprocess, students may complete other business arrangements with the University such asreporting of address information, residence payments, meal card contracts, parking permits,and receipt of identification cards. The University reserves the right to disallow registrationuntil all deferred privileges are complete and the student’s final standing is calculated.

In-Course StudentsAll in-course students must complete the registration procedures prior to the deadlinedates as published in Section III--Schedule of Dates..

While advance billings will be available on WebAdvisor, to students who haveindicated an intention to register in a particular semester, it is the responsibility ofall in-course and returning students to ensure that satisfactory arrangements aremade with Student Financial Services prior to the deadline. Students who have notreceived the advance billing should contact Student Financial Services in order tomake payment. Arrangements for registration after the deadline date will be assessedan additional late registration fee.Students who are readmitted will be advised of registration procedures. Questions shouldbe directed to Enrolment Services, Office of Registrarial Services.

Note: In-course students who complete the registration procedures are advised that thisregistration is conditional on their eligibility for continuation of study into that semester.A student who is required to withdraw will not be allowed to attend classes, the registrationwill be cancelled and an appropriate adjustment automatically will be applied to thestudent's account (see also--Withdrawal). The University reserves the right to disallowregistration until all deferred privileges are complete and the student’s final standing iscalculated.

The procedure is as follows:

1. Approximately 2-3 weeks before the deadline, a billing statement is available onWebAdvisor, to students who have selected courses.

2. Students must make payment to Student Financial Services by the deadline. Paymentsreceived after the deadline will be assessed a late registration fee.

General System In-course Students (Fees)The registration procedure is conducted through WebAdvisor. The registration procedurewill allow all in course students to complete their financial arrangements with StudentFinancial Services before the upcoming semester. The billing form will reflect the courseselection data, also your accommodation and meal plan status if available, and is to bereturned with suitable arrangement to Student Financial Services. The deadline for paymentis indicated in Section III--Schedule of Dates., of this calendar. Failure to meet thedeadlines will result in an additional fee adjustment. Mailings by the University will bemade to the University email account, the on-campus P.O. Box, and/or the mailing/homeaddress per the University's student address policy.

Registration is conditional on being eligible to continue in your program of study. Studentswho are required to withdraw will not be allowed to attend classes as their registrationwill be cancelled immediately and a full refund of fees will be made as soon as possible.Students required to withdraw who subsequently are re-admitted or who transferto another program or who become eligible to proceed through appeal must reportto Enrolment Services, Office of Registrarial Services to have their registration statusconfirmed and add their courses.Registration may be completed by one of the following methods:

• On receipt of payment. DO NOT SEND CASH IN THE MAIL• An approved "Staff Registration and Tuition Waiver Request" form (for qualified

full-time University employees only).

PAYMENTS RECEIVED THROUGH THE MAIL MUST BE POST-MARKEDON THE DEADLINE DATE OR EARLIER TO AVOID THE ASSESSMENT OFA LATE REGISTRATION FEE.

Parking PaymentsStudents wishing to pay for a parking permit are asked to include the appropriate paymentin accordance with the schedule in Section VI--Schedule of Fees with their total paymentsubmission. Students who comply with this procedure will receive their parking decalsin the mail prior to the commencement of classes.

Changes to Preprinted CalculationsStudents who have changed their mind concerning the number of credits they wish to takeare advised to write the correct amount on the billing form. Please refer to the fee scheduleincluded with your billing form.

Changes to residences calculation, including meal plans, must be cleared through theStudent Housing Services or Hospitality Services.

Cancellation/Withdrawal ProcedureIf a student has made payment arrangements and wishes to cancel their semester registrationbefore the first day of classes they must drop all their courses via WebAdvisor. If thestudent is unable to access WebAdvisor they must send an email, which includes theirstudent id number, from their @mail.uoguelph.ca account to Office of Registrarial Services,Enrolment Services at ups@uoguelph.ca asking to have their semester registrationcancelled. The cancelling of the courses prior to the first day of the classes will generatethe appropriate refund.

Students are advised that there is a withdrawal procedure in effect as of the first day ofclasses (see Withdrawal). Students will be liable for fees payable in accordance with therefund schedule (see Section VI--Schedule of Fees regarding Refunds).

Once the payment has been submitted, please do not put a stop payment on your cheque.This does not constitute cancellation and will only result in a cheque refusal fine beingcharged.

Hospitality Services, OSAP, ParkingEach of these departments have information which will be distributed to students for thesemester in question under separate cover, e.g. location for picking up meal cards, locationto pick up OSAP grant/loan cheques, procedure to use for payment of parking decals.

Return Mail Box Locations (Internal Mail)The University has on-campus mail boxes which may be used to return registrationpayments. All mail is picked up daily and is post-marked by Mail Services.

Late RegistrationStudents who do not register by the time designated as the registration deadline for thesemester in question are subject to additional fee adjustments. Exceptions will only bemade for acceptable reasons with documented evidence. The fee schedule for lateregistration is published in Section VI--Schedule of Fees. A student will not normallybe allowed to register after the end of the Add period. Appeals against the additional feeadjustments must be made in writing to the Secretary of the Appeals Committee, bycontacting the Enrolment Services, Office of Registrarial Services within 10 class daysof the commencement of classes. Appeal forms are available from Enrolment Services.

Department Chair's and Dean's Responsibilities (New StudentRegistration Only)In the event that new students will be delayed for registration because of Universitysponsored trips or courses the department chair concerned should forward a list ofparticipating students to the dean/director of the college/school for approval. The approvallist should then be forwarded to the Associate Registrar, Enrolment Services, and specificprocedures for late registration will be arranged.

Research ProjectsThe University of Guelph is committed to providing undergraduate/ associate diplomastudents with opportunities to engage in original research projects, including the opportunityto engage in independent study options, conducted under the supervision of a facultymember and involving the student pursuing original research. These projects might takea range of forms, as appropriate to the student’s course of study. A student wishing topursue an independent research project should consult with the academic advisor for theprogram or the coordinator of the course in which the project will be undertaken. Theadvisor/coordinator can provide guidance about undertaking these projects includingregulations concerning independent research projects specific to the program and/ordepartment/ college.

Members of faculty who undertake the supervision of independent research projectsassume the responsibility of ensuring that the project complies with regulations, policiesand procedures. The successful completion of an independent research project oftendepends on significant preparation in advance, involving collaboration and agreementbetween the student and their supervisor. This includes establishing a description of theproject, and a scheme of grading, as well as deadlines for the submission of work. Astudent should plan their project a least a semester before the formal undertaking of theproject.

Further, the instructor and student should ensure that if the project involves the humanparticipants, or the use of live animals, the project has appropriate approval from theResearch Ethics Board (http://www.uoguelph.ca/research/humanParticipants/), or theAnimal Care Committee (http://www.uoguelph.ca/research/acs/), as appropriate. Thepreparation of the documentation required for approval by the Research Ethics Board orthe Animal Care Committee takes several weeks. In accordance with the Canadian Councilon Animal Care, anyone who is handling animals for purposes of teaching or researchmust have appropriate training which is provided by the University of Guelph.

When a project involves risk—including handling dangerous materials—the supervisor(and student, as appropriate) should consult with Occupational Health and Safety to ensurecompliance with standards of health and safety.

A student whose independent research project involves international travel must consultwith the staff in the Centre for International Programs (http://www.uoguelph.ca/CIP) toensure that they have completed the University’s mandatory pre-departure orientation inorder to be prepared appropriately to travel outside Canada.

2015-2016 Undergraduate Calendar Last Revision: May 22, 2015

48 VIII. Undergraduate Degree Regulations and Procedures, Registration

Schedule of StudiesIf students have not done so upon entering a degree program, they must declare a majorby entry into semester 3 of their degree program. The University monitors the student'sprogress toward a degree using both the degree program requirements and the scheduleof studies requirements. Students must satisfy the requirements in effect at the time of theinitial declaration of a schedule of studies or at the time of any subsequent change indeclarations. When degree program requirements or schedules of studies are altered bythe University, a student may elect to satisfy the requirements in effect when the studententered the degree program, or its equivalent, or a subsequent schedule within a degreeprogram. Students wishing to alter the schedule used to monitor their progress shouldseek assistance from a program counsellor (refer to Section VII - Academic Advising).

SchedulingUndergraduate Course TimetableThe scheduling of all undergraduate courses is the responsibility of Scheduling Services,ORS.

The scheduling cycle for each Fall and Winter semester commences approximately oneyear in advance. Course scheduling request data is due in Scheduling by the specific datesto be established in Scheduling each year. The official timetable for each semester ispublished on WebAdvisor two weeks prior to the commencement of the initial CourseSelection period for that semester (for Summer and Fall in mid-February, for Winter inmid-September.)

All courses are scheduled according to the Senate approved slot system which allows for3 x 1 hour slots meeting at the same time on Monday, Wednesday and Friday, 2 x 1.5hour slots meeting at the same time on Tuesday and Thursday and 3-hour evening slotsM-F. This basic grid is overlaid with 1x 3 hour slots and slots for other approved classformats (e.g. 1 x 4 hr) in such a way as to minimize course conflicts and maximize efficientuse of teaching space. Courses may also be published with time “TBA”. In these cases itis the responsibility of the department/school to communicate first meeting informationto registered students prior to the commencement of classes. Prior to the commencementof classes, regular class meeting times may not be assigned to classes published as“TBA”. If a department/school wishes to assign times for regular class meetings after thecommencement of classes, registered and (within the Add period) interested students mustbe consulted. The times selected for regular class meetings must be unanimously supportedby students in a secret ballot, and comply with all scheduling regulations.

The University scheduling day runs from 0830-1730 and 1900-2200; Senate has approvedthe 1730-1900 “University Time” as a period which shall normally be free of all regularclass meetings, labs, and seminars.

Chair/Director’s ResponsibilitiesThe Chair/Director or the designated Department/School Timetable Coordinator isresponsible for the following:

1. Submitting to Scheduling Services, no later than the established deadline, and as perScheduling instructions, complete requests for courses to be offered in the subsequentacademic year.

2. Acting as liaison between instructors and Scheduling on all aspects of scheduling,including collecting information relevant to course scheduling from instructors,submitting it appropriately.

3. Ensuring all courses are offered in the semester and format indicated in Section XIIof the Undergraduate Calendar.

4. Approving the department’s course schedule before publication. This involves checkingthat no conflicts exist in instructor or program schedules.

5. Calculating projected enrollments for the subsequent academic year and monitoringenrollments through course selection periods, making adjustments to course capacitiesand the availability of sections as necessary.

6. Advising Scheduling immediately of changes to instructor assignments. Where lateinstructor assignments are necessary, assigning instructors in such a way as to avoidconflicts.

Instructor's Responsibilities1. Instructors are responsible for communicating to the Chair/Director or Department

Timetable Coordinator, prior to the deadlines established within theirdepartment/school, any information relevant to the scheduling of courses in thesubsequent academic year.

2. Instructors are expected to familiarize themselves with rooms assigned to their coursesin advance of the commencement of classes.

Registrar's ResponsibilitiesScheduling Services, taking into account requests from academic units for preferred classtimes, creates the university timetable according to the following priorities:

i. No course conflicts exist in core courses as published in the schedule of studies inthe Undergraduate Calendar.

ii. The number of elective courses available to students is optimized.

iii. Classroom space is allocated to courses on the basis of projected enrolments providedby the offering departments, and in such a way as to maximize the effective andefficient use of teaching space.

iv. No instructor conflicts exist.

v. Departmental requirements, requested by the Chair/Director or Department TimetableCoordinator, are met where possible.

vi. Scheduling Services will endeavour to keep the 17:30 – 19:00 “University Time” slotfree of regularly scheduled classes, using the slot only as necessary, observing theguidelines approved by the Board of Undergraduate Studies (January 31, 2013).

Changes to the Published Undergraduate Course Timetable

Additional Hours/SectionsIf it becomes necessary to schedule additional sections by adding lectures/labs/seminarsbased on course selection numbers, the request for scheduling is to be initiated by theChair/Director or Department Timetable Coordinator and made to Scheduling Services.

Cancellations and Time ChangesOnce the course timetable has been published on WebAdvisor, requests for changes toclass meeting times cannot be processed except in emergency circumstances and asapproved by the Office of the Associate Vice-President (Academic). To obtain the approvalof the AVPA in such circumstances, to change a class meeting time or to cancel a course,the Chair/Director should write via electronic mail, providing reasons for the request, tothe Coordinator of the Undergraduate Curriculum (CUC), the appropriate Dean, and theAssistant Registrar, Scheduling. After the commencement of Course Selection, theChair/Director is responsible for ensuring that students are not disadvantaged by anychanges. This involves choosing alternate times that are conflict- free for all registeredstudents, and communicating via electronic mail to all students the details of any changeaffecting their schedules.

• Time changes after the publication of the timetable, prior to the commencementof classes. Changes in scheduled meeting times are approved only in emergencycircumstances (see above).

• Time changes after the commencement of classes. After the commencement ofclasses, changes to scheduled meeting times are permitted. Changes may be initiatedby the instructor with his/her class, but are normally not made until after the end ofthe Course Selection/Add period unless the change is to accommodate students whowould otherwise be unable to register in the course. Time changes made after thecommencement of classes must not create conflicts for any registered students andmust have the unanimous written approval of all registered students as determinedby a secret ballot. New times must comply with University scheduling regulationsand the academic unit offering the course should keep a record of student approvalon file. Once approval is obtained, a request for the time change and new roomassignment should be submitted by the Chair/Director or Department TimetableCoordinator to Scheduling Services so that the time and room can be updated onWebAdvisor. The instructor is responsible for ensuring that all registered studentscan attend during the new meeting times and for informing students of new times androom assignments.

Classroom AssignmentScheduling Services assigns classrooms for regularly scheduled classes in such a way asto maximize the accommodation of enrollment numbers, access to presentation technologyand other classroom attributes as requested by the offering department, accommodationof instructor or student disability, and the effective and efficient use of the central classroominventory.

The Chair/Director or Department Timetable Coordinator should send requests for theassignment of alternate teaching space to Scheduling as required by changing enrollmentnumbers. Scheduling reassigns classroom space as necessary and as availability permits.Course enrollment must not exceed the capacity of rooms assigned to courses. Untiladditional classroom space can be assigned, additional students are not registered. (Inspecial circumstances, approval may be granted by the Assistant Registrar, Schedulingfor small classroom overloads as part of an overall enrollment management strategy.)

Instructors requesting classroom changes for other reasons should forward their requestthrough their Chair/Director or Department Timetable Coordinator to the SchedulingReservations Clerk via electronic mail. Note that to ensure that highest priority needs aremet first, and to reduce confusion on campus at the beginning of the semester, Schedulingcannot accommodate requests for classroom changes in the week preceding thecommencement of classes or the first two weeks of classes. Exceptions are made for 1)enrollment changes 2) student/instructor disability 3) exceptional circumstances asapproved by the Assistant Registrar, Scheduling. Requests made for other reasons willbe neither accepted nor accommodated during this three-week period.

If classroom space assigned to a course is not required, instructors should inform theirChair/Director or Department Timetable Coordinator, as soon as possible so that Schedulingcan be advised to free the space for other uses.

If rooms are required only occasionally for classes, they should not be held for fullsemesters, rather one-time or temporary bookings should be made through the SchedulingReservations Clerk, as below.

Last Revision: May 22, 2015 2015-2016 Undergraduate Calendar

VIII. Undergraduate Degree Regulations and Procedures, Schedule of Studies 49

Other Classroom BookingsFor non-regularly scheduled classes, meetings, academic conferences, tests, etc. classroombookings may be made through Scheduling Services by University of Guelph faculty,staff and students. Please send requests by electronic mail to orsrooms@uoguelph.ca.

Staff Registration and Tuition WaiverThose staff who are eligible for tuition waiver must complete a "Staff Registration andTuition Waiver Request" form and submit it to Human Resources.

It is essential that staff follow the normal procedures for contacting EnrolmentServices, Office of Registrarial Services, Level 3, University Centre, regarding theirselection of courses.If the "Staff Registration and Tuition Waiver Request" form is not submitted and approvedby Human Resources you will not be officially registered for the term.

In addition to completing the "Staff Registration and Tuition Waiver Request" form, youalso must add your courses using WebAdvisor or submit an "Undergraduate CourseRequest" form outlining the course(s) you wish to take. The "Undergraduate CourseRequest" form can be submitted during the official course selection periods or during the"Add" process at the beginning of each semester.

Student TypeEach full-time or part-time student is registered as one of the following:

RegularA student with student type "Regular" is registered in the regular course requirement fora program.

SpecialA student with student type "Special" is admitted to a program and is required to completecourse or program deficiencies necessary to proceed under the "Regular" student category.

Note: It is the Program Counsellor's responsibility to change a student from "Special" to"Regular" student type.

Supplemental Privilege (credit for failed courses)A Supplemental Privilege is the opportunity for a student to obtain credit for a coursehe/she has failed by completing additional course requirements as determined by theinstructor. If a supplemental privilege is granted, the original failing grade will remain onthe student's academic record. A notation of "P" or "F" will be shown beside the originalfailing grade to show that a supplemental privilege was granted and whether the outcomeresulted in credit (P) or not (F).

The Academic Review Sub-Committees will only consider granting a supplementalprivilege if at least one of the following special circumstances applies:

1. the course is failed in the graduating semester (if a supplemental privilege is grantedand successfully completed, convocation will most likely be deferred until thefollowing semester);

2. the failed course is not available to the student within the following three semesters,or within a time period that includes the graduating semester;

3. the course is of such a nature that there is no permissible substitute or alternativeavailable to the student within the following three semesters, or within a time periodthat includes the graduating semester; or

4. the course is a required two-semester course that cannot be taken and completedwithin the following three semesters, or within a time period that includes thegraduating semester.

In addition to the above requirements, a supplemental privilege is only granted whenappropriate and feasible. Therefore, it is unlikely that any student with a final grade ofless than 40% would meet the requirements of the granting of a supplemental privilegeand the decision to grant the privilege will normally be made in consultation with theinstructor and a review of the student's course performance during the semester.

Students must apply to their Program Counselor for a supplemental privilege no later thanthe fifth day of classes of the semester following the failure. Failed Courses.

Note: Students in the B.Eng. Program should refer to the B.Eng. Program regulationsunder Conditions for Continuation of Study in Section X.

Note: Students in the D.V.M. Program should refer to the D.V.M. Program regulationsunder Conditions for Continuation of Study in Section X.

Procedures for Supplemental Privileges1. Students must request a supplemental privilege by submitting the request to their

Program Counselor no later than the fifth class day of the semester following thefailure. Students are encouraged to submit their request before classes begin to allowfor receipt of a decision within the Add period.

2. The Academic Review Sub-Committee, upon receiving a request from the student,will consult with the course instructor to obtain the student’s performance record forthe course, the instructor's recommendation concerning the appropriateness andfeasibility of a supplemental privilege, and the conditions that would be necessary toensure that the requirements for the course are fulfilled.

3. The Academic Review Sub-Committee will consider the request and decide whetheror not to grant a supplemental privilege.

4. Enrolment Services will inform the student and the Department Chair of the AcademicReview Sub-committee’s decision. It is the responsibility of the DepartmentChair/Director to advise the appropriate instructor if the supplemental condition hasbeen granted.

5. An instructor should not proceed with any supplemental privilege for a student untilofficial notification of the granting of the privilege has been received from theAcademic Review Sub-Committee or the Office of Registrarial Services.

6. If the Academic Review Sub-Committee approves the request, the instructorresponsible for the course will determine the nature of the privilege, which could bea written exam, an oral exam, an assignment, a laboratory practical, or any othermethod or combination of methods of evaluation.

7. The instructor will complete a Terms of a Supplemental/Deferred Condition formadvising the student of the exact nature and due dates of the supplemental privilege.

8. If the instructor is unavailable to determine the details of the supplemental privilege,the Chair/Director of the Department of the department/school offering the coursewill take the necessary steps to assist in determining the requirements for completingthe supplemental privilege.

9. If the requirement includes, or takes the form of, the satisfactory completion of atwo-hour examination, the instructor will indicate this on the recommendation to theAcademic Review Sub-Committee. If the exam is significantly different from anothertwo-hour exam already completed by the student, the instructor must make this clearon the Terms of a Supplemental/Deferred Condition form provided to the student.For example, if the student had originally been assessed on a final exam coveringonly the last four weeks of the semester, and is now to be assessed on a comprehensivetwo hour exam, the nature of the new examination must be communicated to thestudent at the time the Terms of a Supplemental/Deferred Condition form is completed.The supplemental privilege should be completed by at least the thirtieth class day ofthe semester following the failure.

10. The student must contact the instructor within 5 days of notification in order to clarifythe details of the supplemental condition.

11. The instructor will promptly mark the supplemental privilege and will forward to theChair/Director an indication as to whether the student has passed or failed thesupplemental privilege. The Chair/Director will initial the instructor’s decision andforward it to Enrolment Services, Office of Registrarial Services, by the date indicatedin the request letter.

12. Enrolment Services, Office of Registrarial Services, will charge the fee for the privilege(refer to Section VI - Schedule of Fees) and update the student’s record whereappropriate with the results of the completion of the supplemental privilege.

TranscriptsAn official transcript may be ordered by submitting the "Request for Transcript" formalong with payment to Enrolment Services, Office of Registrarial Services. The order canbe placed by mail, by facsimile or in person:

Mail (cheque or money order): Undergraduate Transcripts, Enrolment Services, U.C.Level 3, University of Guelph, Guelph ON N1G 2W1

Facsimile (credit card number with expiry date): 1-519-763-6809 Attn. UndergraduateTranscripts

The transcript fee is listed in Section VI--Schedule of Fees. Students must have met allfinancial obligation to the University before official transcripts can be released for anypurpose.

Transcripts are normally prepared within three to five working days, however, duringbusy periods (e.g. common application deadlines) preparation time may be as long asseven to ten days.

Official transcripts from the University of Guelph will show that a degree has beenconferred only after the date of convocation.

NOTE: Official Open Learning program transcripts must be ordered by submitting the"Request for Transcript" form along with payment to the Open Learning and EducationalSupport. The order can be placed by mail, facsimile or in person. The Open LearningTranscript Request form can be found at: http://www.opened.uoguelph.ca/current/undergrad-portal/forms/.

Transfer of ProgramUniversity of Guelph students wishing to transfer from one degree program to another(e.g. from B.Sc. to B.Eng. or from B.A. to B.Comm.) are required to submit an applicationform to Admission Services. Forms are available from Admission Services, third floor ofthe University Centre.

To clarify possible conditions or requirements for transfer, students are encouraged toconsult with the admission counsellor for the program to which they wish to transferbefore submitting their application. In cases where the student's performance has beeninconsistent, the applicant must also submit a comprehensive support letter outlining thereasons for transfer as well as any factors contributing to the previous academicperformance.

2015-2016 Undergraduate Calendar Last Revision: May 22, 2015

50 VIII. Undergraduate Degree Regulations and Procedures, Staff Registration and Tuition Waiver

1. Procedures for Currently Registered StudentsCourse selection should be completed for the new program. The admission decision willbe made after grades from the current semester are available and after the deadline datefor course selection. The drop and add procedure must be used if the application issubmitted after the course selection deadline date and if course selection has beencompleted for the current program.

Fee changes necessitated by the change of program will be calculated automatically byStudent Financial Services.

The admission decision will be sent to the student's Campus Post Office Box during thefirst week of the following semester.

Students who have received an offer of admission which they wish to decline must contactAdmission Services within the first 10 class days and complete the Cancellation of ProgramTransfer form. Students who fail to decline the offer will remain registered in the newprogram. All students must verify their course selection with their departmental advisorto ensure compatibility with their program of study.

2. Procedures for Students who are Not Currently RegisteredAn admission decision will be reached as soon as possible after receipt of the applicationand any supporting documentation.

Admission decisions will be mailed to the mailing address, if in effect, or to the permanentaddress. Information on mail registration and instructions concerning course selectionwill be sent under separate cover by Enrolment Services.

Note: Students who wish to transfer from one specialization to another in the same program(e.g. from Biological Science to Chemistry in the B.Sc. Program or from Drama toSociology in the B.A. Program) are not required to apply to Admission Services. Suchstudents should contact the departmental advisor for the specialization in which they wishto register. Students wishing to change specializations within the B.A.Sc. or B.Comm.Programs should consult with their program counsellor.

Verification of InformationWebAdvisor provides students with access to their current semester's enrolment informationand the academic evaluation for their current program.

Prior to the start of the June, October and March course selection periods registeredundergraduate students will be sent an email which lists their current academic programand class level. The email also contains information regarding how to make correctionsto the information listed.

Changes to personal information (e.g. name) may require presentation of appropriatedocumentation to Enrolment Services, Office of Registrarial Services.

Student hardcopy files are destroyed after 7 years of inactivity (e.g. no registrations) orone (1) semester after a student has graduated. In these cases the transcript is the onlyofficial file available from the Office of Registrarial Services that can be referenced duringan appeal.

Students should familiarize themselves with the procedures regarding AcademicConsideration, Grade Reassessment and Petitions.

WithdrawalThis section provides a summary of rules and regulations with respect to various types ofwithdrawal from the University. In some instances other sections of the calendar arereferenced and these also should be consulted to ensure that a full understanding of theregulations is obtained. There are two types of withdrawals: voluntary or required.

Voluntary WithdrawalNormally, cancelling a semester registration or voluntarily withdrawing from a semesterdoes not impact a student’s eligibility to continue in their program or to select courses fora future semester unless the student is a newly admitted or readmitted student, the student’sfall term standing has been assessed as required to withdraw or the student has notregistered for 6 consecutive semesters.

Cancelling a semester registrationPrior to the first day of classes a student who has preselect courses for an upcomingsemester who subsequently decides not to attend that semester may cancel their registration,by dropping all their courses for that term using WebAdvisor. If the student does not haveaccess to WebAdvisor they may send an email, which includes their student id number,from their @mail.uoguelph.ca account to Office of Registrarial Services, EnrolmentServices at ups@uoguelph.ca asking to have their semester registration cancelled. For theFall semester the required minimum registration deposit will automatically be forfeited.Please refer to "Refunds" in section VI - Schedule of Fees for specific details.

Please note that if the student has been newly admitted or re-admitted as of the semesterto which the cancellation applies the cancellation of the courses cancels the offer ofadmission to that semester and the student must apply for readmission should they wishto attend the University of Guelph at another time.

Withdrawing from a semester registrationCommencing with the first day of regular classes the withdrawal procedure from thesemester is required and outlined below.

A student intending to withdraw from the semester must submit a completed and signedNotice of Withdrawal Form to Enrolment Services, Office of Registrarial Services. Theform must be signed by the student’s program counsellor and is available on WebAdvisor,Students, under Forms & Documents.

A student receiving financial assistance through the Ontario Student Assistance Programis strongly advised also to contact Student Financial Services regarding the status of thataward upon withdrawal.

The timing of the semester withdrawal and the reasons for it may have academic andfinancial implications. Up to the 40th class day, a student may withdraw without academicpenalty. Students will be liable for fees payable in accordance with the refund schedule(see Section VI--Schedule of Fees regarding Refunds).

A student who wishes to withdraw from a semester after the fortieth class day of thatsemester must speak with their program counsellor to discuss their academic options.

A student who withdraws from the semester must return all outstanding loans from theLibrary immediately upon withdrawal regardless of the original due date. Any items notreturned will be declared "lost" and charged to the student's account.

Students who do not register in a program of study for six or more consecutive semestersare required to apply for readmission if they wish to continue at the University of Guelph.In assessing whether a student is registered in a program of study a cancelled semesterregistration does not count as a registered semester whereas a voluntary withdrawal fromthe semester does. Students who are studying on exchange programs, on a Universitysemester abroad, or on coop work terms are considered to be registered at the University(see Time Limitations in this chapter). Students registered solely at another institution ona Letter of Permission are not considered to be registered at the University of Guelph.

Required to WithdrawStudents may be required to withdraw from their program and/or the University of Guelphfor reasons of academic performance or academic misconduct.

a. Academic Performance (please refer also to the section onContinuation of Study for detailed requirements)Students who do not meet the continuation of study requirements for at least probationarystatus at the end of the winter or summer semesters will be required to withdraw and thetwo-semester rustication period will begin effective the subsequent semester.

At the end of the fall semester a student whose cumulative or semester average is belowthe level for probationary status at the end of the fall semester has two options:

i. The student may choose to accept "Required to Withdraw" status effective with thebeginning of the subsequent winter semester by not registering for the winter semester.This means that the two-semester rustication period will begin immediately; or

ii. The student may register and continue in his/her program on probationary status forthe winter semester. Failure to achieve the required semester average for probationarystatus at the end of the winter semester will result in the student being required towithdraw. In this case, the two-semester rustication period will begin effective thesummer semester. Note: If a student registers and subsequently withdraws from thewinter semester or has their winter semester registration cancelled, the required towithdraw status will apply immediately.

Students who are granted a deferred privilege (examination or condition) will have theirContinuation of Study Status assessed once the deferred privilege is complete. At thattime an assessment of required to withdraw could have an impact on the student's currentregistration.

b. Academic Misconduct (refer also to the full Academic MisconductPolicy in this chapter)One of the penalties that may be assessed against a student found guilty of academicmisconduct is suspension from the University for a period of between one and sixconsecutive semesters. The effective date of such a suspension is determined by the deanresponsible for the case.

c. Appeals (refer also to the sections on Academic Considerationand Academic Misconduct for full details of appeals processes)Students who do not satisfy the program requirements for continuation of study and arerequired to withdraw may appeal for probationary status to the Academic ReviewSub-Committee, and subsequently the Senate Committee on Student Petitions, on medical,psychological, or compassionate grounds. Students are not permitted to attend classesuntil such time as the appeal is granted.

Students who are suspended from the university as a result of academic misconduct mayappeal to the Senate Committee on Student Petitions with respect to either theappropriateness of the penalty or the finding of guilt.

Readmission (refer also to the section on Readmission, earlier inChapter VIII)Students who meet one of the following 3 criteria must apply to Admission Services forreadmission:

a. were required to withdraw from their program for a period of 2 or more semesters;

b. were suspended from the University for academic misconduct; or

Last Revision: May 22, 2015 2015-2016 Undergraduate Calendar

VIII. Undergraduate Degree Regulations and Procedures, Verification of Information 51

c. have not registered at the University of Guelph for 6 or more consecutive semesters

Readmission to a program at the University of Guelph is not automatic. Students shouldconsult Section IV-Admission information regarding appropriate admission requirementsand deadline dates. Applicants for readmission should include a statement which outlinesthe basis for readmission. Criteria used for readmission may differ by academic program.Students considering readmission should consult with the appropriate program counsellorregarding procedures and criteria for readmission to that program.

Students who withdraw on more than two occasions may be required to meet with thedean in order to clear their re-entry into a subsequent semester. At the discretion of thedean, the condition of re-entry may be a recommendation of either Student Health Servicesor Counselling Services (??) that re-entry is advisable. Students who wish to appeal thedecision of the dean have recourse to the Senate Committee on Student Petitions.

A student who wishes to be considered for readmission following a suspension foracademic misconduct must make an application that will be judged on the basis ofeligibility to continue. A student who is suspended for academic misconduct and also failsto meet the continuation of study requirements will normally be required to serve theassociated penalties consecutively.

A student who has been expelled from the University for academic misconduct is noteligible for readmission to the University for at least five years. A student who wishes tobe considered for readmission must petition the President to have the expulsion statusremoved (please refer to the Academic Misconduct Policy for detailed procedures).

Granting of Credit while on RusticationSenate's Policy on granting of credit for work done while on rustication is outlined below.It applies to any university credit course taken during the rustication period.

a. Students who have been required to withdraw for reasons of academic performanceand who take university credit courses during their rustication period will be eligiblefor up to 1.00 credit provided they meet the criteria for readmission and the criteriafor the transfer of credit. Students registered for courses through the Open LearningProgram are not permitted to attend courses on campus.

b. Students who take university courses after the two-semester rustication period or aftera period of suspension may transfer all these credits, provided the student meets thecriteria for readmission and the criteria for the transfer of credit.

c. Students who have been suspended for academic misconduct will not receive anycredit for courses taken during the suspension period.

2015-2016 Undergraduate Calendar Last Revision: May 22, 2015

52 VIII. Undergraduate Degree Regulations and Procedures, Withdrawal